96-478 Unclaimed Property Reporting Instructions

Glenn Hegar
Texas Comptroller
of Public Accounts
Unclaimed Property
Reporting Instructions
Table of Contents
Quick Reference: Helpful Information
Payment and Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Tangible Property Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Forms List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Comptroller’s Website . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 1: General Information
Unclaimed Property Defined . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reporting Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Your Responsibilities as a Holder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Filing for Reimbursements and Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assisting Claimants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1
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2
4
4
Chapter 2: Property Specific Reporting
Reporting Uncashed Checks and Other Amounts Owed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Property Reported by Financial Institutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reporting Safe Deposit Boxes and Safekeeping Property . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reporting Mineral Proceeds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Escrow Funds Reported by Title Companies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Electric Cooperatives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Insurance Related Property . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Mutual Fund Shares, Distributions and Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reporting Securities or Securities Related Cash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Property Reported by Local Government . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
7
10
14
19
20
21
21
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27
Chapter 3: Preparing Your Report
Getting Started: What Property Should You Report? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing Your Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Completing the Payment Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Completing the Property Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
29
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32
Chapter 4: Reference Tables
Property Type Codes and Abandonment Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Owner Title Abbreviation Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Data Entry Standards for Owner Name Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Suggested Abbreviations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Property Description Field Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Securities Delivery Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Country Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Summary of Reporting Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Unclaimed Property Reporting Instructions
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QUICK REFERENCE
Helpful Information
Payment and Delivery
Texas law allows holders of unclaimed property to remit their
payment in a number of ways. You may pay by check or pay
electronically with an Automated Clearinghouse (ACH) debit or
credit through the state’s automated payment system, TEXNET.
Holders who remit more than $100,000 in unclaimed property
are encouraged to make their payments electronically.
One-time enrollment in TEXNET must be completed by
May 31 to meet the July 1 payment deadline. Complete the
Unclaimed Property Holder Payor Form #53-316 located at
comptroller.texas.gov/up/forms.php. Mail or fax the application
to the Cash Management address shown on the form. If you are
already enrolled for unclaimed property, go to https://texnet.cpa.
state.tx.us, where you initiate your payment. Your remittance can
be scheduled up to 30 days before your payment is due. The information is warehoused, and your funds are not transferred until the
date you designate.
Missed Your TEXNET Payment Deadline?
When payment information for ACH debit transactions cannot
be submitted before 6 p.m. (CST) on the bank business
day before the due date, or when ACH credit with addenda
transactions cannot be originated for settlement on the due
date, you must use the following procedure to ensure a timely
payment:
1. Call the Comptroller’s office to report payment information
as early as possible on the payment due date by calling the
TEXNET hotline at 1-800-531-5441, ext. 3-3010. This
call is very important – without it, we will not have the
necessary information to apply the payment to your unclaimed
property account.
2. Instruct your financial institution to wire transfer your
payment to:
Bank name: Texas Comptroller of Public Accounts
Routing #: 114900164
Account name: Texas Comptroller of Public Accounts
Account #: 883083001
The Comptroller of Public Accounts is the receiving bank and
is located in Austin, Texas. You must include your holder name
and taxpayer identification number in the wire, as well as a contact person and phone number.
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Unclaimed Property Reporting Instructions
Helpful Information
QUICK REFERENCE
Checks should be made payable to:
Texas Comptroller of Public Accounts-Unclaimed Property
Remittances should be mailed to:
Physical address for courier delivery of remittance:
Texas Comptroller of Public Accounts
Unclaimed Property Division
P.O. Box 12019
Austin, Texas 78711-2019
Texas Comptroller of Public Accounts
Unclaimed Property Division
111 E. 17th St.
Austin, Texas 78774-0100
For questions or assistance, contact our Holder Reporting Section at:
[email protected]
OR
1-800-321-2274, option 5
Tangible Property
Deliver tangible property to:
Texas Comptroller of Public Accounts
Unclaimed Property
208 E. 10th St., Room 232A
Austin, Texas 78701-2407
For tangible property questions or assistance, contact the Safe Deposit Box staff at:
[email protected]
OR
1-800-531-5441, ext. 3-0988
Forms List
The following forms are published in this manual and may be photocopied and used:
Holder Refund Request/Reimbursement Form
#53-116
Page 5
Holder Claim Form Supplement
#53-117
Page 6
Texas Unclaimed Property Payment Form
#53-119
Page 31
Using the Comptroller’s Website
For Internet Access
Web Address
Secure File Transfer Portal
https://mycpa.cpa.state.tx.us/unclpropholder/
welcomeAction.do?action=Holder
Reporting Overview
comptroller.texas.gov/up/reporting.php
Download Software
comptroller.texas.gov/up/up_disk.php
Unclaimed Property Reporting Instructions
iii
QUICK REFERENCE
Helpful Information
For Internet Access
Web Address
Unclaimed Property Forms
Texas Quick Start Reporting Guide
comptroller.texas.gov/up/forms.php
TEXNET Enrollment Form
iv
Initiate ACH Debit or Credit (TEXNET)
https://texnet.cpa.state.tx.us/TXN_idlocpwd.asp?
Unclaimed Property Statutes
comptroller.texas.gov/up/forms/96-376.pdf
Search for Property and File a Claim
comptroller.texas.gov/up/ or ClaimItTexas.org Select
Search Unclaimed Property
Online Express Reporting
comptroller.texas.gov/up/
online_express.php
Unclaimed Property Reporting Instructions
Chapter 1
General Information
Unclaimed Property Defined
Reporting Methods
Unclaimed property can be any financial asset that has been
abandoned by the owner for periods of time ranging from one
to 15 years. The abandonment period is the number of years that
you hold the property before sending it to the Texas Comptroller
of Public Accounts. The property type determines the length of
the abandonment period.
Under Title 34 § 13.21 of the Texas Administrative Code, property reports must be submitted to the Comptroller’s office in
the required format via one of the approved online submission
methods. Submission of data on CDs or diskettes is no longer
permitted. This rule can be referenced at www.sos.state.tx.us/tac.
Title 6 of the Texas Property Code governs the State of Texas
Unclaimed Property Program. Chapters 72 through 75 apply
to the reporting, delivery and claims processes for abandoned
property. Chapter 76 applies only to unclaimed property held
and reported by Texas counties, municipalities, independent
school districts and junior colleges.
Common types of unclaimed property include:
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•
•
•
•
•
•
•
•
•
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Payroll (one year abandonment period)
Uncashed dividend or cashier’s checks (three years)
Stocks, bonds, mutual fund accounts (three years)
Utility deposits (one year)
Stored value cards (three years)
Bank accounts and matured certificates of deposit
(three years)
Safe deposit box contents (five years)
Insurance proceeds (three years)
Demutualization proceeds (one year)
Mineral interests or royalty payments (three years)
Court deposits, trust funds, escrow accounts (three years)
Money orders (three years)
Traveler’s checks (15 years)
Section 74.101 of the Texas Property Code requires all financial
institutions, businesses, government entities and organizations
that are holding unclaimed property belonging to Texas residents
to file an unclaimed property report with the Comptroller’s
office by July 1 of each year. Organizations that have determined they are not holding abandoned property are not
required to file a negative report.
Your report may be submitted using these delivery methods:
• OnlineExpressReporting
• SecureFileTransferPortal
Texas uses the electronic reporting format developed by the
National Association of Unclaimed Property Administrators
(NAUPA2). Files transmitted through the secure file transfer
portal must be in this format.
Unclaimed Property Reporting Software
and Internet Filing
Your report can be created using any commercial reporting system that generates the file in the NAUPA2 format.
Our office offers free software to assist you in creating your
report. This can be downloaded from comptroller.texas.gov/up/
up_disk.php. After installing the software, enter your unclaimed
property records directly into the application. The software also
includes templates for importing your data from a spreadsheet
or other source, saving you entry time and reducing errors. The
user’s guide can be accessed by clicking on any of the buttons
throughout the application.
During the submission process, this system will automatically
open your web browser and direct you to the webpage Unclaimed
Property Secure Holder Reporting. Complete the form and click
Continue to go to the Unclaimed Property Secure Holder File
Upload page, where you will locate and upload your file. Holders
using other unclaimed property software should transmit their file
through our website by selecting secure file transfer at comptroller.
texas.gov/up/online_express.php. After the transmission is complete, you will receive a message that assigns a confirmation number to your report. This confirmation number must be included
Unclaimed Property Reporting Instructions
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CHAPTER 1
General Information
with your payment, whether you pay by check, wire or ACH
debit/credit. If the transmission fails, a message will display indicating there was a problem. If your transmission continues to fail,
please contact the Holder Reporting Section at 1-800-321-2274,
option 5 for assistance.
To use the software, you need an IBM-compatible PC with at
least a 166 Mhz (300 Mhz recommended) running Windows
NT or higher. The minimum memory requirements are 64 MB
of RAM and 40 MB of hard drive space.
To order the program software on a CD, contact us by email at
[email protected] or call our Holder Reporting Section at
1-800-321-2274, option 5.
Online Express Reporting
The Online Express Reporting system allows holders to enter
unclaimed property reports directly into this web-based application. This method does not require you to download and install
software, and no support from your IT staff is necessary. Most
report data are available to owners as soon as your payment is
verified.
After registering for a password protected account, you enter
owner data into a secure environment and then submit your completed report. After the transmission is complete, you will receive
a message assigning a confirmation number to your report. This
confirmation number must be included with your payment,
whether you pay by check, wire or ACH debit/credit.
You may apply for a User ID and password at
comptroller.texas.gov/up/online_express.php.
Your Responsibilities as a Holder
property. Refer to page 3 for information concerning interest
and penalties on late reporting.
Customer Contact
Under Section 72.101(a) of the Texas Property Code and Title
34 § 13.3 of the Texas Administrative code, there are two
criteria for reporting property as abandoned:
1. The property has remained unclaimed for the applicable
abandonment period and
2. The owner has not communicated, in writing or
otherwise, regarding the property during the
abandonment period.
The fact that mail is not returned to you by the post office does
not, by itself, qualify as contact with the owner. When reviewing
your records for abandoned property, look for the last documented communication or other contact with the owner or
the last debit or credit generated by the owner on any property,
not merely the property that is inactive. Contact with the owner
may be established by mail, email, accessing an online account or
by phone. In order to establish knowledge of owner communication, it is recommended that phone contact be documented in
writing with the date and time of the conversation.
Notice by Property Holder Required
Section 74.1011 of the Texas Property Code requires holders
to mail a notice to all owners of property over $250 that is due
to be included on their annual report. The written notice must
be mailed no later than May 1. If owners claim their property
prior to remitting your report, please remember to delete their
records from your list of reportable property before filing your
annual report.
•
The notice requirement does not apply to a holder that
has already mailed a letter to the missing owner earlier in
the abandonment period.
Per Section 74.101 of the Texas Property Code, the deadline for
filing your report and remitting your property is July 1 of every
year.
•
If mail has been returned to you by the post office as a
result of a previous mailing, a second notice to the lastknown address is not required.
Unclaimed property should not be reported until it has reached
the required abandonment period, as of March 1 each year. You
must hold property until the appropriate abandonment period
has expired and include it in your next remittance to the state (see
pages 35-36 for property type codes and abandonment periods).
•
A notice is not required if you do not have a record of an
address.
•
You are not required to mail notices to property owners
entitled to $250 or less.
•
Your postage cost may be deducted from the cash
amount owed to the missing owner. Holders using
commercial software products for creating their report
in the NAUPA 2 format should enter Deduction Code
MC for mailing cost in the Deduction Type field and the
Filing Deadlines and Extensions
Property that is due July 1 may be remitted any time after the
annual cutoff date of March 1. Prompt filing allows us to process and upload reports so that rightful owners can claim their
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Unclaimed Property Reporting Instructions
General Information
actual postage cost in the Amount Deducted field. The net
amount due the owner should be entered in the Amount
Remitted field.
Holders using the Texas reporting software system will
enter the postage deduction amount, and the software
will calculate the Amount Remitted field. The application will only permit deductions on amounts that are
more than $250.
•
Deductions for postage may not be made against
property amounts that are $250 or less.
•
Postage deductions must be subtracted from each owner’s
property balance. A single postage deduction from your
report total is not permitted.
A sample letter on page 9 can be modified to describe the specific type of property you are holding. Texas Property Code Section
74.1011 (a) requires that you include the following language in
your letter to the owner:
1. You, the holder (insert company name), are holding the
property; and
2. You, the holder (insert company name), may be required
to deliver the property to the Comptroller’s office on or
before July 1 if the property is not claimed.
We encourage you to make efforts to locate owners early in the
abandonment period. The only property you should remit to
Texas is that for which there has been no contact with the owners as defined in the Texas Administrative Code Title 34 § 13.3.
Aggregate Reporting of Property
Less Than $50
Section 74.101(d) allows holders to report individual owner
records of less than $50 in the aggregate. You may combine
any amounts under $50 by property type and provide a single
total for each property type. Do not combine different property
types into one aggregate record. Mineral interests must never
be aggregated.
The property type code used on an aggregate record should
always end in “99” (e.g., AC99 or IN99). In the description
field of an aggregate record, list the number of properties that
you combined for the aggregate entry and the property type.
For example, an AC99 record with “15 AC01” entered in the
description field indicates 15 checking accounts are aggregated
on one record.
CHAPTER 1
If an owner files a claim for an amount under $50 which you
reported in the aggregate, our office may contact you for verification that the owner’s property was included in your aggregate
total.
While allowed by statute, aggregated property omits individual
owner names. Without owner names, it is very difficult for Comptroller staff and owners to locate their property. For this reason,
aggregating property is discouraged.
Retention of Records
Section 74.103 of the Texas Property Code requires all holders to
retain unclaimed property records for 10 years after the property
was reportable. You may be contacted by Comptroller staff to
verify previously reported information.
It is also important that you keep records of owners’ last known
addresses, even though mail may have been returned by the
post office. The information could later be used to assist claimants in verifying ownership of their property if the addresses are
included on your report.
Provide Your Tax ID and Current Address
We encourage you to keep our office advised of your current
address and any changes related to the contact person, department or branch responsible for filing your reports. Your contact information should also include a telephone number and
email address. All correspondence should include your Federal
Employer Identification Number (FEIN).
Interest and Penalty on Late Remittances
Sections 74.705 and 74.706 of the Texas Property Code provide
that a person who fails to pay or deliver property on time shall
pay interest and penalty from the date the property should have
been paid until the date it is received in our office. Interest
and penalty for late filing is based on the date the property is
delivered to our office. It is recommended that you file a report
immediately if you determine you are holding property that
should have been delivered in previous years. The Comptroller’s
office will calculate the interest and penalty for you and forward
a bill for any amount owed.
Unclaimed Property Reporting Instructions
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CHAPTER 1
General Information
Filing for Reimbursements
and Refunds
Section 74.502 of the Texas Property Code allows holders to pay
a valid claim filed with a holder and request reimbursement for
payment of that claim from the Comptroller’s office. In the past,
this has been referred to as a Holder Reimbursement Request or
Holder Refund Request. In order to simplify and expedite payments back to the holder, these two processes have been merged
into one. The Holder Refund Request Form #53-116 has been
updated and has replaced the Holder Reimbursement Form #53115. The Holder Claim Form Supplement #53-117 for multiple
requests has not changed.
If the payment is going to an address different than the one you
filed on your holder report form, make sure that you have included your authority to act.
Please email the completed form to [email protected]
texas.gov or fax it to 1-888-908-9991.
Assisting Claimants
The Texas Property Code does not impose a time limit by which
the owners must file a claim for property return, once property
has been delivered to the state. The option also exists for you to
pay the claimants directly and then file for reimbursement from
the Comptroller’s office.
To provide the quickest return of owner’s funds and to avoid the
owner paying the 1.5 percent processing fee, please consider the
refund/reimbursement option. Refer to the section above, Filing
for Reimbursements and Refunds, for more information.
When the reimbursement/refund process is not appropriate,
please direct potential claimants to contact our office for a claim
form. NOTE: We cannot provide claim forms to third parties.
We must deal directly with the claimant.
Call or write:
Texas Comptroller of Public Accounts
Unclaimed Property Research Section
P.O. Box 12046
Austin, Texas 78711-2046
1-800-321-2274 or 512-936-4125, ext. 6-4125
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Unclaimed Property Reporting Instructions
Verifying Ownership
The Comptroller’s office is committed to processing and paying
all unclaimed property claims as soon as possible. Per Section
74.501 of the Texas Property Code, claimants are required to
provide sufficient proof and documentation to substantiate ownership and entitlement to payment. Proof provided by claimants
is compared with owner information and property descriptions
provided by you, the reporting company or institution.
All available information that identifies owners and properties
that you can list will help us avoid contacting you during the
claims process. Social Security numbers, last known addresses
and property descriptions are three of the most common items
used to verify ownership during the claims process and are
required to be reported under Section 74.101 of the Texas Property Code.
CLEAR FORM
PRINT FORM
53-116
(Rev.10-09/3)
TEXAS UNCLAIMED PROPERTY
HOLDER REFUND REQUEST FORM
(For Property Reported in Error)
COMPTROLLER OF PUBLIC ACCOUNTS
Unclaimed Property Division
Claims Section
P.O. Box 12046
Austin, TX 78711-2046
HOLDER INFORMATION
Holder name
Tax ID number
Mailing address
City
State
E-mail address
FAX number (Area code and number)
(
Department
ZIP code
)
Phone (Area code and number)
(
Extension
)
Reason property was reported in error
PROPERTY INFORMATION
Report year
Report amount
Property type code
Aggregate
YES
Property amount
Number of shares
NO
Owner name as indicated on report
Owner address
Property description
Based upon my personal knowledge, the information provided and set forth above on this form is true and correct.
Holder signature
Print name
Date
Title
If you have any questions regarding Unclaimed Property, you can call (800) 321-2274 or (512) 463-3040.
Our FAX number is (512) 936-6224 or (888) 908-9991.
Under Ch. 559, Government Code, you are entitled to review, request and correct information we have on file about you, with limited exceptions in accordance with Ch. 552, Government Code. To request information for review or to request error correction, contact us at the address or phone number listed on this form.
Unclaimed Property Reporting Instructions
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CHAPTER 1
General Information
Comptroller of
Public Accounts
Form 53-117
(Rev. 7-01/1)
TEXAS UNCLAIMED PROPERTY
HOLDER CLAIM FORM SUPPLEMENT
(to be used with the Holder Refund Request Form or the Holder Reimbursement Request Form)
HOLDER INFORMATION
Holder Name:
Tax ID Number:
PROPERTY INFORMATION
Report Year:
Report Amount:
Property Type:
Aggregate:
Yes
No
Owner Name as Indicated on Report:
Property Amount:
Claim Amount:
No. of Shares:
Claim Amount:
No. of Shares:
Claim Amount:
No. of Shares:
Claim Amount:
No. of Shares:
Owner Address:
Property Description:
PROPERTY INFORMATION
Report Year:
Report Amount:
Property Type:
Aggregate:
Yes
No
Owner Name as Indicated on Report:
Property Amount:
Owner Address:
Property Description:
PROPERTY INFORMATION
Report Year:
Report Amount:
Property Type:
Aggregate:
Yes
No
Owner Name as Indicated on Report:
Property Amount:
Owner Address:
Property Description:
PROPERTY INFORMATION
Report Year:
Report Amount:
Property Type:
Aggregate:
Yes
No
Owner Name as Indicated on Report:
Property Description:
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Unclaimed Property Reporting Instructions
Property Amount:
Owner Address:
Chapter 2
Property-Specific Reporting
Reporting Uncashed Checks and
Other Amounts Owed
Wages and Uncashed Checks
Section 72.1015 of the Texas Property Code provides that
unclaimed wages have an abandonment period of one year. The
one-year period applies to all methods of payroll distribution,
including checks and payroll cards.
All other types of uncashed checks are considered unclaimed property after a period of three years, per Section 72.101 of the Texas
Property Code. The abandonment period commences on the date
of last contact with the payee or the check issue date. If an actual
check was not issued, use the date the amount was first payable to
the owner. Reissuing a check does not change the date it should
be remitted to the Comptroller’s office, as that does not constitute
contact with the owner, as defined by Title 34 § 13.3 of the Texas
Administrative Code. The abandonment period still begins on the
original date the amount was owed to the missing owner.
Credit Balances
Credit balances that may or may not have been reduced to check
form are also reportable as unclaimed property under Section
72.101 of the Texas Property Code. The period of abandonment
for this property type is three years and commences on the date
of last contact with the company or individual. Balances owed to
current customers should not be reported. However, if you have
lost contact with customers, use the test on this page to determine if the credit balances should be included in your report.
Please note that Texas has no statutory provisions that exempt
reporting of unclaimed business-to-business credits.
Rebates and Discounts
Rebates and discounts that have not been refunded to customers
are another type of unclaimed property with a three-year abandonment period. However, if the consumer never completes the
requirements necessary to receive payment (e.g., submits their
request with a sales receipt by a specific date), the rebate or discount would not be considered unclaimed property.
Other Amounts Owed
All other types of personal property, which include accounts
payable items, have a three-year abandonment period. Uncashed
vendor checks are the type most often reported. Texas Property
Code does not have an express provision that exempts businessto-business credits, but balances owed to current vendors should
not be reported. You should only report those vendors with
which you have had no contact for three years.
The Other Amounts Owed category also includes, but is not
limited to, uncashed expense checks, customer overpayments,
unrefunded overcharges and any other miscellaneous outstanding checks.
For your July 1 report, use the following test to determine
if a property is reportable:
As of the immediate past March 1:
1. The property has remained unclaimed for at least three
years (one year if wages).
2. The owner has not communicated, in writing or
otherwise, regarding the property during the
abandonment period.
Owner contact may be established by mail, email, accessing an
online account or by phone. Telephone calls, however, should be
documented in a log that states the dates and times you spoke
directly with the payee per Texas Administrative Code Title 34
§13.3.
Mail Not Returned by Post Office
Under the Texas Administrative Code Title 34 §13.3, the fact
that mail is not returned to you by the post office does not,
by itself, qualify as contact with that owner or activity on the
account. When reviewing your records for abandoned property, look for the last documented communication with the
owner. Contact with the owner may be established by mail,
email, accessing an online account or phone. Phone contact
must be documented in writing with the date and time of the
conversation.
Unclaimed Property Reporting Instructions
7
CHAPTER 2
Property-Specific Reporting
Property Type Codes and
Property Descriptions
Texas Administrative Code Title 34 §13.21 requires that property
be submitted to the Comptroller’s offfice in the NAUPA2 format.
Select the property type code from pages 35-36 that best
describes the original property of the missing owner when
preparing your report. Use the miscellaneous outstanding
check code (MS16) only as a last resort when the nature of the
uncashed check is truly unknown.
The list of property types below describes some of the more common types of unclaimed
checks and miscellaneous amounts you may be holding for missing owners.
Cashier’s checks (CK01)
(For financial institutions only)
CD interest checks (CK16)
(For financial institutions only)
Refunds due (MS11)
Royalty payments (MI02)
Customer overpayments (MS05)
Utility refunds (UT03)
Dividends (SC01,TR02)
Accounts payable (MS08)
Insurance claim payments (IN01, IN02)
Wages; commissions (MS01, MS02)
Insurance death benefits (IN03)
Payment for goods or services (MS04)
Pension checks (CK11)
Stored value cards (MS12)
Please refer to the table that begins on page 39 for the specific information required in the
description field for each property type.
8
Unclaimed Property Reporting Instructions
Property-Specific Reporting
Due Diligence Letter for Amounts
Greater than $250
Under Section 74.1011 of the Texas Property Code, due diligence is a requirement on unclaimed property valued at more
than $250. Holders must mail a written notice to the owner, no
later than May 1 before remitting their property to the Comptroller’s office the following July.
CHAPTER 2
We encourage you to make efforts to locate owners early in the
abandonment period. The only property you should remit is that
for which the whereabouts of the owners are truly unknown.
Refer to Chapter 1 for requirements regarding due diligence.
The sample letter below can be modified to describe the specific
type of property you are holding.
Date
Missing Owner Name
Missing Owner Last-Known Address
City in Texas, Texas 77000
Our records show that we, XYZ Company, are holding unclaimed property that may belong
to you. We also have not had direct contact with you since mm/dd/yyyy. The check or
identifying number for the $ 0,000.00 we are holding is Nbr. 123456 and the item is dated
mm/dd/yyyy.
Under Texas state law, we may be required to deliver this property to the Texas Comptroller
of Public Accounts, on or before July 1 if the property is not claimed. Please complete the
information below and return this letter to XYZ Company no later than mm/dd/yyyy, so
that we may meet our unclaimed property reporting obligations. Do not forget to sign and
date your response.
SAMPLE
_____ I am entitled to the above referenced property. Please issue a new check and
mail to the following address:
_____________________________
_____________________________
_____________________________
_____ I am not entitled to the above referenced funds, or these funds have already been
paid to me.
_____ I am aware of these funds and choose not to claim them at the present time.
_____ Please change the address on my account to:
___________________________
___________________________
___________________________
_________________________________________
Owner signature
Date signed
Your response is appreciated. Please contact us at 999-999-9999 if you have any questions.
Sincerely,
XYZ Company
Unclaimed Property Reporting Instructions
9
CHAPTER 2
Property-Specific Reporting
Property Reported by
Financial Institutions
Financial institutions include banks, savings and loans, state
credit unions and federal credit unions. Organizations such
as federal land banks or personal finance companies are not
included in this group for the purposes of this chapter.
Abandonment Periods
Property reportable by financial institutions has abandonment
periods ranging from one to five years.
Abandonment
Period
One Year
Property:
Property Type
Wages have an abandonment period of one
year.
Includes, but is not limited to
• all types of checking and savings
accounts,
• matured certificates of deposit,
• money orders and most types of
uncashed checks,
Three Year
Property:
• trust-related properties, investment
and escrow accounts,
• all types of securities-related
properties,
• sums payable under pension and
profit-sharing plans,
• safekeeping properties,
• loan collateral, and
• miscellaneous types of unclaimed
property such as accounts payable
checks and unidentified deposits.
Five Year
Property:
10
Abandoned safe deposit box contents.
Unclaimed Property Reporting Instructions
Customer Contact and Holder Notice
Requirements
Under Section 72.101 of the Texas Property Code and Title 34
§13.3 of the Texas Administrative Code, there are two criteria
for property to be reported as abandoned: there has been no
customer contact during the applicable abandonment period
and the property has remained unclaimed for the applicable
abandonment period.
We encourage you to stay in touch with all of your customers,
regardless of their account balance or the value of their unclaimed
property. When there has been no documented contact or owner
generated activity for one year, consider mailing confirmation
letters at the beginning of the abandonment period. Refer to the
sample letter on page 11. It can be easily adapted for use with
other property types such as safe deposit box contents, certificates of deposit or securities-related property.
If customers respond to your letters, you are excused from
reporting their property and the abandonment periods start
over on the date of their response. Deposit accounts may not
be service charged unless you have had contact with the owners
during the past year.
You are required to mail due diligence letters on all types of
unclaimed property valued at more than $250. The letters must
be mailed no later than May 1 before remitting the property in
July. Refer to Chapter 1 for requirements regarding due diligence. The sample letter on page 11 can be modified to describe
the specific type of property you are reporting. For unclaimed
checks and other miscellaneous types of unclaimed property,
refer to the sample letter on page 9. Remember, the notice
requirement does not apply if you have already mailed a letter
to the missing owner or when the property value is $250 or
less. Deductions for postage may only be made against property
amounts that are greater than $250.
Mail Not Returned by Post Office
Under the Texas Administrative Code Title 34 § 13.3, the fact
that mail is not returned to you by the post office does not,
by itself, qualify as contact with that owner or activity on the
account. When reviewing your records for abandoned property,
look for the last documented communication with the owner or
the last debit or credit generated by the owner on any account
or safe deposit box, not merely an account that is inactive. Contact with the owner may be established by mail, email, accessing
an online account or phone. Phone contact should be documented in writing with the date and time of the conversation.
Property-Specific Reporting
CHAPTER 2
Date
Missing Owner Name
Missing Owner Last-Known Address
City in Texas, Texas 77000
It is the policy of Any Town Bank to review and update our account records periodically. Our
last record of activity by you on your account Nbr. 12345 was on mm/dd/yyyy. It has also
been more than a year since we have had direct contact with you.
Please complete the information below and return this letter to Any Town Bank no later than
mm/dd/yyyy, so that we may meet our unclaimed property reporting obligations. Do not
forget to sign and date your response.
_____ The address listed above is correct, and I am aware of the account.
SAMPLE
_____ Please change the account address to read as follows:
______________________________
______________________________
______________________________
_____ I wish to close the account. Please send a check for the close-out amount to:
______________________________
______________________________
______________________________
________________________________
_________
Owner signatureDate signed
Under Texas state law, we may be required to deliver this property to the Texas Comptroller
of Public Accounts, on or before July 1, _____, if we do not hear from you and your account
continues to show no owner-generated activity.
Your response is appreciated. Please contact us at 999-999-9999 or visit us in person at the
bank if you have any questions.
Sincerely,
Any Town Bank
Unclaimed Property Reporting Instructions
11
CHAPTER 2
Property-Specific Reporting
Other Methods of Verifying
Whereabouts of Owners
Before mailing confirmation letters, remember there are other
methods by which you may document your knowledge of the
whereabouts of owners even though there has been no ownergenerated activity, such as letters or phone calls initiated by
the owners. If your institution maintains any type of customer
profile record for each account holder, the field for last contact
date should be protected with very limited access. Designated
employees should be notified in writing of current contact and
be responsible for updating as appropriate.
Customer profiles that are properly updated and maintained
are your best documentation of contact.
Contact or activity on any one account should update the last
contact date on all accounts.
Other methods the Comptroller’s office recognizes are:
•
Cross referencing of your records to show that the individuals have other active accounts with your institution if
customer profiles are not available
•
Signed W-9 Forms, change of address notices or other
correspondence from the customers
•
A telephone log that states the dates and times you spoke
directly with the account owners
•
ACH debits or credits generated by the owner
•
Contact with the owner may be established by mail, email,
accessing an online account or by phone. Phone contact
should be documented in writing with the date and time of
the conversation.
Internal credits (e.g., for certificates of deposit interest) or debits
(e.g., for safe deposit box rent) generated by your institution are
not sufficient for verification of owner activity.
Remember: If you have had contact with the owners, do not
report them.
12
Unclaimed Property Reporting Instructions
Certificates of Deposit
Section 73.101 of the Texas Property Code provides that the
period of abandonment for matured certificates of deposit is
three years. The abandonment period begins on the day following the first maturity of the certificates – that is, the day following the end of the first term. Thus, abandoned certificates of
deposit must be reported three years from the dates the owners
were first able to recover the funds without penalties.
For certificates of deposit to be considered abandoned, there must
not be any customer contact for 3 years. If owners of certificates of
deposit have other active accounts with your institution, or you have
other contact with them, do not report or remit their certificates.
To facilitate your review of certificates of deposit for possible
abandonment, a report should be generated listing all certificates
with a first maturity date three years prior to the cutoff date of
March 1 of that year. Various resources can be used to verify the
last contact date with the customer. Refer to the previous section
for suggestions.
If none of these resources record current contact, due diligence
letters must be mailed to the customers if the value of the certificate of deposit is more than $250. Slight modifications to the
letter on page 11 should be made to alter the account type and
the period of no contact. The letters should be mailed, ideally,
in early March to allow ample time for your customers to reply.
The due date for unclaimed property reporting is July 1 of each
year. We recommend your list of customers with whom no contact has been reestablished be relayed to the person responsible
for preparing your institution’s report by June 1 (or whenever an
internal deadline is set). All the information that you can provide
for each customer will assist in verifying ownership when a claim
is generated. Their name (including all additional owner names),
last known address, Social Security number and the CD number
must be included as required by Section 74.101 of the Texas
Property Code.
When reporting automatically renewable certificates of deposit,
you may hold the funds until the next maturity.
Property-Specific Reporting
NOTE: Automatically renewable certificates of
deposit have the same reporting criteria as other
certificates of deposit. If you have had no contact with
the owner for three years from the day following the first
maturity, the certificates should be remitted. Depositing the
CD interest in another account that has no activity or the nonreturn of interest checks by the post office does not constitute
contact.
REMEMBER: If owners of certificates of deposit have other
active accounts with your institution, or you have other
contact with them, do not report or remit their certificates.
Individual Retirement Accounts
Individual retirement accounts (IRAs) have an abandonment
period of three years, which begins on the mandatory distribution date of the Required Minimum Distribution (RMD).
Under federal law, the mandatory distribution date is April 1 of
the calendar year following the calendar year in which the owner
of the IRA reaches age 70½.
Any traditional IRAs unclaimed for more than three years from
the mandatory distribution date, as of March 1, should be
included on the July 1 report. If an event, such as death of an
owner, occurs prior to the owner reaching age 70½, commence
the abandonment period from the date of the owner’s death, if
the existence or whereabouts of any beneficiaries is unknown to
you.
Roth IRAs are usually not reportable, since the owners are never
required to take mandatory distributions at any age during their
lifetime. However, if an owner fails to cash a distribution, the
three-year abandonment period would begin on the date the
amount was payable.
If the owner of a Roth IRA is deceased, federal tax laws generally
require that the funds be distributed to the beneficiaries no later
than the end of the fifth year following the owner’s death. If the
whereabouts of any beneficiaries is unknown to you, commence
the abandonment period from the date of the owner’s death.
CHAPTER 2
Corporate Trust Property and
Paying Agent Accounts
Separate reports must be filed for each issue of stock, and each
issuing company’s FEIN must be provided. This requirement
does not apply to bearer bonds, which may be combined on one
report using your institution’s tax ID.
All other requirements for reporting securities-related property should be followed. Refer to pages 24-27 for complete
instructions.
Unclaimed Loan Collateral
Unclaimed loan collateral has an abandonment period of three
years. This period begins on the date the loan was paid in full.
There are two criteria for collateral to be reported as abandoned:
1. The loan has been paid in full or charged off and
2. There has been no customer contact for three years.
Each time collateral in the vault is physically inventoried and
matched to the collateral file receipts, items that cannot be
matched to an unpaid loan should be identified. These items
should be audited for the time span from payoff date. Letters
should be mailed to the customers, reminding them to collect
their collateral. The sample letter on page 11 can be modified
to serve this purpose. Any items not retrieved are reportable
as unclaimed property after the three year abandonment has
passed. If a customer has other active accounts at your institution or responds to the notification letter, their property
should not be reported. Refer to page 12 for other methods
you may use to document your knowledge of the whereabouts
of owners.
Your records should be reviewed for unclaimed collateral as of
March 1 each year. The report is due each July 1. Therefore,
your cross referencing for other active accounts and notification
efforts should be completed by June 1 to provide ample time for
preparing the unclaimed property report.
When reporting unclaimed loan collateral, two property type
codes are available. Select property code SD04 for tangible property set aside for a loan. Examples of tangible collateral are jewelry,
stock certificates, deeds, etc. All requirements for reporting and
remitting safe deposit or safekeeping property must be followed.
Refer to page 14 for instructions.
Loan collateral that will be remitted as cash should be coded
with property code MS13. Examples of cash loan collateral are
savings accounts, certificates of deposit, etc.
Unclaimed Property Reporting Instructions
13
CHAPTER 2
Property-Specific Reporting
The following information is needed in the description field
when reporting MS13 loan collateral:
•
•
•
Collateral receipt number
Loan number
Description of collateral (e.g., issuing bank and certificate
number for certificate of deposit; bank name and account
number for bank account)
The person or entity that pledged the loan collateral should be
listed as the owner of the property. If the loan was in the name
of a person or entity other than the owner of the collateral, enter
the loan name in the description field of the report.
NOTE: For charged off or defaulted loans, any amount of
money received for the collateral that exceeded the amount of
the unpaid loan must be remitted to the Comptroller’s office.
Reporting Safe Deposit Boxes
and Safekeeping Property
Per Section 73.101 of the Texas Property Code, safe deposit box
contents held by depositories that have remained unclaimed by
the owners for five years should be reported on July 1 of every
year. Safekeeping properties, loan collateral and any other tangible properties not held in safe deposit boxes should be reported
after remaining unclaimed for three years.
The three or five year abandonment periods commence on
the date of last contact with the property owners.
Safe deposit
box contents
Calculate five years from the date the last
rental payments expired (i.e., the rental
payment then due went unpaid).
Unclaimed loan
collateral
Calculate three years from the dates the
loans were paid in full and the collateral
was returnable to the borrowers.
Safekeeping
properties
Calculate three years from the dates of
last contact with the owners.
14
Unclaimed Property Reporting Instructions
REMEMBER: If the owners have other active accounts at
your institution or there is other evidence of contact, do not
report their property, even though the abandonment criteria
are met.
NOTE: All boxes should be drilled and inventoried prior to
preparing your report.
Do not forward safe deposit box contents, safekeeping
properties, tangible loan collateral or inventory sheets with
your July 1 report.
You will be assigned a delivery date and will receive a notice
approximately 30 days before your scheduled date. Be sure to
include an email address with your report. The delivery notice
may be sent via email.
Preparing Your Report
Texas Administrative Code Title 34 §13.1 requires safe deposit
box contents or safekeeping property to be reported electronically. The report must include the names and addresses of the
missing owners, the total face value of all U.S. cash and the box
number or safekeeping receipt number. Refer to pages 1 and 2 for
more information on electronic reporting, or visit our website at
comptroller.texas.gov/up/reporting.php.
NOTE: If box contents from multiple branches are being
reported by a central location, all of the contents must be
shipped together from that central location. The shipment may
include multiple packages.
Inventories and Delivery of Property
The property of each owner must be packaged in an envelope.
The inventory sheet should be attached to the outside of the
envelope. The outside of each envelope should have the property
owner’s name and the box number (or safekeeping receipt number). Please use the template on page 16 for the inventory sheet
included with the contents. An electronic copy of the template
is also available on our website.
Complete an inventory sheet for each owner by entering the
quantity in the applicable categories listed on the next page.
Please follow the specified guidelines for each category.
Property-Specific Reporting
CHAPTER 2
Guidelines for Inventory Categories
Category
Guidelines
Papers:
Do not itemize papers of no value.
Military Discharge
Papers and Wills:
Both should be originals. Wills should be signed.
U.S. Cash:
Include the face value of all U.S. coins and currency in the box or safekeeping envelope.
Do not send checks in place of actual cash. Do not run coins through a counting machine.
Foreign Coins:
Country of origin or face value is not required.
Foreign Currency:
Country of origin or face value is not required.
Rings:
The description of each item is not required.
Bracelets:
The description of each item is not required.
Necklaces/Pendants:
The description of each item is not required.
Earrings:
The description of each item is not required.
Pins:
The description of each item is not required.
Wrist Watches/Pocket
Watches:
The description of each item is not required.
Savings Bonds:
Include the face value and a quantity of all bonds in the box.
Securities:
Securities category includes stock certificates, interest coupons, etc. When describing securitiesrelated properties, include the registered owners’ names and names of the security issuers.
Miscellaneous Items:
Include a brief description of any items that do not fall into the above categories. This could include
firearms and/or controlled substances that will require special handling. You must contact your local
law enforcement agency if firearms or controlled substances are found in safe deposit boxes. Firearms
must NOT be sent to the Comptroller’s office until police have unloaded the weapons. Your local law
enforcement agency should confiscate any controlled substances and any live ammunition. DO NOT
send these items to the Comptroller’s office. Include a letter with the inventory sheets, explaining that
those items were found but turned over to your local law enforcement agency.
Please account for all properties reported in July. If an owner is reported and customer contact is made before the delivery date, include
an updated owner listing or letter with your delivery, stating the property was returned to the owner.
Mail or deliver tangible property to:
Texas Comptroller of Public Accounts
Unclaimed Property
208 E. 10th St., Room 232A
Austin, Texas 78701-2407
For questions or assistance, contact Safe Deposit Box staff at:
[email protected] or 1-800-531-5441, ext. 3-0988
Deliver your contents by your assigned delivery date. Please do not use the United States Postal Service to ship contents. All contents
must be sent by a courier service. If you do not use a courier service, your delivery will not be indemnified. Please ship all packages
signature required upon delivery. When shipped, please send an email confirmation with tracking information to [email protected]
cpa.texas.gov.
Unclaimed Property Reporting Instructions
15
TEXAS UNCLAIMED PROPERTY
STANDARDIZED INVENTORY SHEET
Box Number:
Date:
Time:
Bank Name:
Renter:
QTY
INVENTORY
Miscellaneous Papers (deeds, insurance, marriage licenses)
Original Signed Wills or Original Military Discharge Papers
U.S. Cash (face value of coins and currency)
Foreign Coins
Foreign Currency
Rings
Bracelets
Necklaces/Pendants
Earrings (pair = 1, single = 1)
Pins
Wrist Watches/Pocket Watches
Savings Bonds
Face Value of all Bonds
Securities (include issue name below)
Issue Name:
Miscellaneous Items (include description below)
Description:
16
Unclaimed Property Reporting Instructions
Safe Deposit Box Inventory
EXAMPLE
How To Ship Reported Tangible Property
• If property is reported from a central location, it must be shipped together.
The shipment may include multiple packages.
• All contents must be sent by courier service. Please do not use the
United States Postal Service to ship contents.
• Please ship all packages signature required upon delivery.
• When shipped, please send an email confirmation with the tracking information to [email protected]
• Please initial each property on the Uninventoried Boxes Holder Report as
it is packed in the shipping container. Place the report in the top of the
shipping container that holds those properties.
• If any property on the report is not included in the shipping container,
please note why.
• Please do not include any property that is not on the Uninventoried
Boxes Holder Report.
• If any property has U.S. cash with a face value of $1,000.00 or over
please highlight the property on the Uninventoried Boxes Holder Report.
• Fill out the Safe Deposit Box Remittance Form.
• Place the Safe Deposit Box Remittance Form in the top of shipping container number one.
Please Ship To:
Texas Comptroller Of Public Accounts
Unclaimed Property
208 E. 10th Street, Room 232A
Austin, Texas 78701-2407
Unclaimed Property Reporting Instructions
17
CHAPTER 2
Property-Specific Reporting
Safe Deposit Box Remittance
HOLDER FEDERAL EMPLOYER IDENTIFICATION NUMBER
____________________________________________________________________________________________
HOLDER NAME AND ADDRESS
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
HOLDER PHONE NUMBER
____________________________________________________________________________________________
NUMBER OF SHIPPING CONTAINERS
____________________________________________________________________________________________
NUMBER OF PROPERTIES REPORTED
____________________________________________________________________________________________
NUMBER OF PROPERTIES REMITTED
____________________________________________________________________________________________
NUMBER OF PROPERTIES WITH CASH VALUE OVER $1,000.00
____________________________________________________________________________________________
THE PROPERTY DELIVERED IS A COMPLETE AND CORRECT REMITTANCE OF ALL REPORTED TANGIBLE PROPERTY
HOLDER REPRESENTATIVE
TITLE
18
Unclaimed Property Reporting Instructions
Property-Specific Reporting
Reporting Mineral Proceeds
Per Section 75.101 of the Texas Property Code, the abandonment period for unclaimed mineral proceeds is three years and
commences on the date you were first unable to make payment
to the owner because you had lost contact. This could be the
date of an uncashed check, the date of a returned check or the
date the owner’s funds are put into suspense.
Review your records as of March 1 of the current year, and
determine all property for which the whereabouts of the owner
has been unknown for three years or longer. Your report, with
complete owner information and remittance, is due each July 1.
Due diligence letters should be mailed to owners whose property you plan to report the following July. The notice requirement is only for owners whose property is valued at more than
$250, and the mailing must be completed no later than May
1. Owners have the months of March through June to claim
their property from you. Remember to delete claimants from
your list of reportable owners before filing your July 1 report.
Refer to Chapter 1 for requirements regarding due diligence.
A sample letter on page 9 can be modified to describe the
specific type of property you are holding. The letter requirement applies only to property that is being reported on your
annual report for the first time. Once a letter has been mailed
to a missing owner, the due diligence requirement has been
satisfied. Letters are not required for ongoing production paid
to the owner after their name has been reported to the state.
Texas is considered a Current Pay State for unclaimed property
reporting. This means the first time you report a missing owner,
you remit the total net amount you are holding for that owner,
as of the date of your remittance, even though the three-year
abandonment period may not have run on the entire balance
they are owed. The statutory provision for this requirement can
be found in Title 6, Texas Property Code, Section 75.101 (a)-(b).
Property that must be remitted is not limited to royalties held
in suspense. You must also review your records for abandoned
working interests, delay rentals, overriding royalties, etc. Refer
to Chapter 4 for a complete list of property types. Your revenue
accounting department may have information on returned or
uncashed checks for owners not yet in suspense.
CHAPTER 2
Oil and gas companies are also required to report other types of
property besides mineral proceeds. Examples of other property
types are securities and securities-related cash, expense checks,
accounts payable, employee wages (one-year abandonment
period) and miscellaneous outstanding checks.
Reminders:
1. Do not aggregate amounts less than $50.
2. Do not include an owner when the cumulative net
amount is negative.
3. The owner number you use to identify an individual in
your records is the first and most important information
you should list in the property account number
(description) field of your report.
4. Do not reduce the total amount due for all owners by
subtracting the owners with a negative balance.
5. Do not report owners who are in suspense for legal or
other reasons if you have had contact with them
during the preceding three years.
6. Remit the total net amount you are holding for
each owner as of the date of your remittance to the
Comptroller’s office, even though the three year
abandonment period has not yet run on the entire
balance due the owner, as long as the oldest payment
due is more than three years old.
7. Each owner should be listed only once on your report
with the net amount due that owner for all
lease/wells combined in one total.
Continuing Payments Due Owners
After you have remitted money on behalf of a missing owner,
any additional amounts that accrue in subsequent years must
also be reported, as required by Section 75.101 of the Texas
Property Code. You must hold monthly checks until July 1 and
include them on your annual report. Continuing production
payments should be reported with property type code MI10.
Separate current production reports are no longer accepted.
Please contact our Holder Reporting Section at 1-800-321-2274,
option 5 if you have any questions.
Unclaimed Property Reporting Instructions
19
CHAPTER 2
Property-Specific Reporting
Reminders for Current Production Reporting
1. Use the standard NAUPA Property Type Codes MI01
through MI09 the first time you report a missing owner
on your annual report. In subsequent years, when
remitting proceeds for that same owner, use Property
Type Code MI10.
2. Please submit one check for the total due all owners.
3. The grand total due each owner should be provided,
even though the owner may have more than one interest
in multiple properties or wells.
4. Do not continue to send current production payments to
our office for any owner that has contacted you.
Escrow Funds Reported
by Title Companies
Any funds, including escrow accounts, which have not been
claimed and for which there has been no activity or current contact with the owner for three years, must be reported. Funds in
active litigation should not be reported. Your report and remittance are due every July 1. The three-year abandonment period
commences on the date of last contact with the owner or on the
date of the last owner-generated activity.
Due diligence is a requirement on unclaimed property valued at
more than $250. Title companies must mail a written notice to
the owner, no later than May 1, before remitting their property
the following July. Refer to Chapter 1 for requirements regarding due diligence. A sample letter on page 9 can be modified to
describe the specific type of property you are holding.
Earnest Money
The Texas Department of Insurance advises that disputed earnest money should be interpleaded into the appropriate court
registry. Even in a situation where one of the claimants cannot
be located, the court may be able to enter a default judgment
disposing of the earnest money.
20
Unclaimed Property Reporting Instructions
Escrow balances include accounts where you hold money
because of the nonperformance of the conditions of the escrow
agreement. In transactions involving earnest money, both the
buyer and the seller have an undivided interest in the entire
amount. Therefore, both the buyer and the seller are considered
the owner under the statute, and both parties’ names should
be listed on your report. The person who placed the money in
escrow, usually the buyer, should be reported as the primary
owner. The other parties should be listed as additional owners.
However, if you have communicated with both the buyer and
the seller within the last three years, and they cannot agree on the
disposition of the funds, the account would not be unclaimed
and should not be remitted.
If the contract stipulates that the seller may claim the funds
under specific conditions, and documenting evidence in your
file indicates that those conditions exist, the seller’s name would
then be listed as the owner on your report. The buyer would not
be listed as an additional owner.
If you have contact with one party but a release cannot be
secured from the missing party, the funds should be reported
three years from the date of last contact with the missing party
or date of scheduled closing. If one party believes he is entitled
to the funds, his claim is not diminished when the funds are
remitted. If you have contact with both the buyer and the seller,
the funds should not be reported.
Other Escrow Funds
Generally, amounts placed in escrow at closing should be reported in the name of the party who provided the funds. A portion
of the seller’s payoff held to ensure all taxes were paid and repairs
were completed is one example. Once the taxes are paid, repairs
are made or other conditions of the escrow agreement are met
and funds remain unclaimed, the seller’s name would be reported
as the owner of the unclaimed amount. The buyer would not be
entitled to the funds.
NOTE: Service or maintenance fees may not be deducted
from funds that are subsequently reported as unclaimed
property unless stipulated in the contract and acknowledged
by the signatures on the contract.
Property-Specific Reporting
What Property Should You Report?
Title companies should also review their records for other types
of unclaimed property, such as wages and uncashed checks. All
property not previously reported to the Comptroller’s office that
is unclaimed for the applicable period of abandonment or longer
should be included in your report. If an actual check was not
issued, use the date the item was payable to the owner. Reissuing a check does not change the date it should be remitted. The
abandonment period still begins on the original date the amount
was payable to the owner.
When examining your records, use the last entry or activity
generated by the owner or the date of documentable contact
with the owner to commence the abandonment period. If the
property type does not generate owner activity, use the date the
item was payable or distributable to the owner.
NOTE: In all cases, the amount reported on your remittance
report will be the amount due the owner as of the date of
your remittance.
Earnest money and other escrow funds should be reported
using property type code TR04. For other types of property you report, select the property type code that would best
describe the original property of the missing owner. The miscellaneous outstanding check code (MS16) should be used only
as a last resort when the nature of the uncashed check is truly
unknown.
When available, the Social Security number and last known
address should be provided for all unclaimed checks you remit.
Providing adequate information at the time you report and remit
the property will reduce or eliminate the need for future contact
with the Comptroller’s office or the claimant.
Electric Cooperatives
Electric cooperatives reporting capital credits (UT04) on a
remittance report should enter the numeric COUNTY code in
the county field so that redirected funds can be properly allocated to each owner’s county of residence. County codes should
not be included on scholarship reports, energy efficiency assistance reports or economic development reports. When entering
county codes, be sure to use all three digits (i.e., 005, 027, 099).
Refunds (UT03) do not require a county code.
If you have the county code information available for the aggregated capital credits, create a separate aggregate record for each
county and enter the county name in the description field.
CHAPTER 2
Remember that due diligence has been added as a requirement
on unclaimed property valued at more than $250. Holders must
mail a written notice to the owner, no later than May 1, before
remitting their property to the Comptroller’s office the following
July. Refer to Chapter 1 for requirements regarding due diligence. The sample letter on page 9 can be modified to describe
the specific type of property you are holding.
Insurance Related Property
All types of insurance companies should follow the general
guidelines for reporting that begin on page 32. The cutoff date
for reviewing your records is March 1 of every year. Your report
and remittance are due July 1 of every year.
Life insurance companies engaged in the business of insurance
in the state of Texas should review and remit unclaimed property
as required by Chapter 1109 of the Insurance Code. Under this
statute, life insurance companies that on June 30 hold unclaimed
property are required to file a report of that property by the following November 1.
Under Section 74.1011 of the Property Code, due diligence is
a requirement for non-life insurance companies on unclaimed
property valued at more than $250. Holders must mail a written
notice to the owner, no later than May 1, before remitting their
property the following July.
We encourage you to make efforts to locate owners early in the
abandonment period. The only property you should remit to
Texas is that which has remained unclaimed for the applicable
abandonment period.
Refer to Chapter 1 for requirements regarding due diligence.
The sample letter on page 9 can be modified to describe the
specific type of property you are holding.
Property Type Codes and Property
Descriptions
All properties listed on your report must be assigned property
type codes. Your choice of codes is important because it determines what type of information we require of claimants. The
list that follows describes which code to use for a particular property type. It also indicates what information you must provide in
the property description field when remitting those types.
NOTE: In the description field, first specify the type of
insurance you are reporting. Use the abbreviations AH for
accident and health, PC for property and casualty and L for life
insurance.
Unclaimed Property Reporting Instructions
21
CHAPTER 2
Code
IN01
IN02
IN03
IN04
IN05
IN06
IN07
IN08
IN99
CK10
CK13
MS01
MS02
SC85
SC86
Property-Specific Reporting
Property Type
Individual policy benefits and claim payments. Provide the policy numbers and names of the insured; claim numbers if
applicable.
All group policy benefits and claim payments, excluding death benefits. Provide employer names and policy numbers;
names of insured; claim numbers if applicable.
Death benefits on individual or group policies. Provide policy numbers and names of insured; claim numbers if
applicable; dates of birth of insured if available. When reporting death benefits, the beneficiary should be listed as the
owner of the property.
Matured policies, endowments and annuities. Provide the policy number and name of insured.
Premium refunds on individual policies. Provide the policy number and name of insured.
Unidentified premium payments or remittances. Provide any information available; owner name will be reported as
unknown.
All other insurance-related property not described above. Provide a complete description of the property.
Agent credit balances. Provide dates of employment and the agent’s Social Security number.
Aggregate properties less than $50. Number of records and property type. Property type code used on aggregate
record should always end in 99. Do not combine different property types into one aggregate record.
Expense checks or drafts. Provide check number; description of expense, if available.
Vendor checks or drafts. Provide invoice number and check number.
Employee wages. Provide dates of employment and employee’s Social Security number.
Agent commission checks. Provide dates of employment and agent’s Social Security number.
Demutualization cash. Provide policy number and name of insured.
Demutualization shares. Provide policy number and name of insured.
Identifying Unclaimed Shares
Mutual Fund Shares,
Distributions and Checks
Investment companies generally hold the following types of
unclaimed property:
Property Description
Dividend Reinvestment Plans
Shares
Income distribution checks
Capital gains distribution checks
Nontransferable Certified Shares
Book Entry Shares
Nontransferable Securities Held By
Broker/Dealer
Commission checks
Expense or vendor checks
Payroll checks
Education Savings Accounts Mutual
Funds
Traditional IRAs
ROTH IRA Mutual Funds
Health Savings Investments
22
Property Type Code
SC19
SC16
SC01
SC01
SC40
SC41
SC42
MS02
MS04
MS01
CS01
IR02
IR06
HS02
Unclaimed Property Reporting Instructions
Begin the abandonment period when either a sum payable is
unclaimed or the first piece of mail is returned by the post
office (RPO), as required by Section 72.101(b) of the Texas
Property Code. Check your system to determine if the recorded
RPO date reflects the first RPO event.
For shares, use the following test to determine if the account
is unclaimed as of the immediate past March 1:
1. All distributions have remained unclaimed for at least
three years, or
2. The account has had RPO mail beginning at least three
years ago.
Continue to hold the account until these conditions are met.
Property-Specific Reporting
At the time the shares become unclaimed, the entire account and
any cash proceeds due the owner are also considered unclaimed.
The shares should be reported using property type code SC16.
The cash proceeds should be reported as dividends with property
type code SC01.
Identifying Unclaimed Distributions and
All Other Checks
Mutual fund companies may also hold unclaimed income or
capital gains distributions for various reasons. Distribution
proceeds may not have been reduced to check form. Checks for
closed accounts may be outstanding or RPOed and should be
reported as credit balances, using property type code SC20.
Use the following test to determine if checks are unclaimed:
1. All distributions have remained unclaimed for at least
three years, or the account has had RPO mail beginning
at least three years ago.
2. The owner has not communicated, in writing or
otherwise, regarding the account within the last three
years.
CHAPTER 2
Preparing Your Remittance
1. Prepare a separate remittance report for each fund and
one for the operating company.
2. Open an account for each fund styled as follows:
Registration:TEXAS COMPTROLLER OF PUBLIC ACCOUNTS
UNCLAIMED PROPERTY DIVISION
P. O. BOX 12019
AUSTIN, TEXAS 78711-2019
Tax ID Number: 74-6000089
Distribution Options: Income Distributions in Cash
Capital Gains Distributions in Cash
3. Close all unclaimed accounts.
Credit the share balance in each account to the
appropriate Texas Comptroller master account.
4. On or before July 1:
• Transmit your report for each fund.
• Remit the total amount of cash listed on the reports.
• Mail a statement for the master account of each
fund, as of June 30.
If the liability was not reduced to a check, it is still reportable, and this test still applies.
Fund Handling Following Registration
in State’s Name
Remember that due diligence is a requirement on unclaimed
property valued at more than $250, per Section 74.1011 of the
Texas Property Code. Holders must mail a written notice to the
owner, no later than May 1, before remitting their property the
following July. Refer to Chapter 1 for requirements regarding
due diligence. The sample letter on page 9 can be modified to
describe the specific type of property you are holding.
Send statements for each account to the Comptroller’s office.
Shares should not be liquidated, and cash/capital gains distributions should not be reinvested. Send all income distributions
and capital gains to the Comptroller’s office by check. Remember that any cash generated from shares in the state’s name
should not be reinvested.
If the mutual fund is Depository Trust Corporation (DTC) eligible, please remit the shares to our DTC account. Otherwise,
transfer reported shares into an existing account for the Texas
Comptroller of Public Accounts, Unclaimed Property Division,
at the issuing mutual fund family. If no account currently exists
for the specific mutual fund, please contact our custodian via
email at [email protected] for instructions.
From time to time, you may receive special redemption instructions from our custodian, the Texas Treasury Safekeeping
Trust Company. Those instructions will detail how to deliver
proceeds to them. Until special redemption instructions are
received, do not liquidate shares in accounts and send cash to the
Comptroller’s office.
Remember:
• Do not make a physical delivery of shares to the
Comptroller’s office.
• Do not reinvest subsequent cash distributions after
shares have been transferred to the state’s master
account.
• Do not redeem shareholders’ accounts and remit
proceeds unless otherwise notified by our custodian.
Unclaimed Property Reporting Instructions
23
CHAPTER 2
Property-Specific Reporting
Claims by Owners
When a claimant proves ownership, our custodian will provide
you with the owner’s updated address and instructions to debit
our account and credit the owner’s account. We will disburse any
cash we may hold directly to the owner.
Reporting Securities or
Securities-Related Cash
If using Texas Unclaimed Property Reporting System Software,
it will automatically request specific information we require
based on the property type code selected.
Remember that due diligence is a requirement on unclaimed
property valued at more than $250. Holders must mail a written
notice to the owner, no later than May 1, before remitting their
property to the Comptroller’s office the following July. Refer to
Chapter 1 for requirements regarding due diligence. The sample
letter on page 9 can be modified to describe the specific type of
property you are holding.
General Rules for Reporting
Regardless of the method you select for reporting your
securities-related property, the following rules must be
observed:
1. File separate reports for each issue of stock, providing
eachissuingcompany’sFEIN.
2. Owners who are owed more than one amount of the
same property type should be listed on your report only
once (e.g., four quarterly dividend payments). Combine
all the amounts due the owner during the applicable
reporting period into one total. Provide the beginning
and ending dates on which the amounts were payable.
3. If you are reporting bearer bonds or unclaimed interest
on the bonds, the owners of the properties should be
listed as unknown. Complete descriptions of the bonds
mustbeprovidedinthedescriptionfieldsorboxes.
Descriptions must include the issue name, series, bond
number and all outstanding coupon numbers.
4. The delivery method for your securities must be
indicated on your report, using the securities delivery
codes listed in Chapter 4.
5. Indicate the amounts and issue names of any
outstanding shares (i.e., still in the possession of the
shareholders) when reporting underlying, unexchanged,
unredeemed or unsurrendered shares.
24
Unclaimed Property Reporting Instructions
Regardless of the method you select for reporting your
securities-related property, the following rules must be
observed:
6. If you are remitting underlying shares, shares returned
by the post office (RPO shares) or both, please combine
all shares of the same issue and class into one certificate.
Your report, however, must reflect the number of shares
that are underlying and the number that are RPO for
each of the owners.
7. Please begin the registration process early, so that
securities are delivered no later than the July 1
remittance deadline. Extensions cannot be granted
for delays in registration.
Determining What Property to Report
All property not previously reported to the Comptroller’s office
that is unclaimed for the applicable abandonment period or
longer should be included in your report. When examining your
records, use the last entry or activity generated by the owner to
commence the abandonment period, OR the date the first piece
of mail was returned by the post office, OR the date the first
distribution went unclaimed by the owner.
Your report and remittance are due on July 1 of every year. In all
cases, the amount you report will be the total due the owner as
of the date of your remittance, even though some may be recent
payments.
All types of securities and securities-related cash have three year
abandonment periods. Review your records as of March 1 of
the current year and determine all property that was payable or
distributable to the owner on or before March 1 three years ago.
For underlying shares, use the following test to determine if
the property is unclaimed:
1. All distributions have remained unclaimed for at least
three years, or the account has had RPO mail, beginning
at least three years ago.
2. The owner has not communicated, in writing or
otherwise, regarding the property within the last three
years.
Continue to hold the property until these conditions are met.
Property-Specific Reporting
CHAPTER 2
Property Type Codes
Each property listed on your report must be assigned a property type code. Your choice of codes is important because it
determines what kind of information we require of a claimant.
Code
Definitions of the more frequently used codes follow. Refer
to the table on pages 39-41 titled Property Description Field
Requirements for a complete list.
Property Type
SC01 Select this code if you are reporting cash dividends. Include the issue name of the security.
SC02 Use this code if you are reporting registered bond interest due an owner of a registered
security. Do not use this code to report interest paid on a bearer bond.
SC07 Bearer bond interest and matured principal should be reported with this code. The owner
should be listed as “unknown.” A complete description, including issue name, series, bond number and
all outstanding coupon numbers must be provided. The total cash amount of unclaimed interest and
principalshouldbeprovidedinthecashamountremittedfield.
SC08 Use this code to report undelivered certificated shares – that is, stock returned by the post office
(RPO shares). These shares are most often the result of a stock split or stock dividend. The issue name of
thesecuritymustbeincludedinthedescriptionfieldandtheCUSIPnumberintheappropriatefield.
SC09 Use this code to report cash for fractional shares. Provide the issue name of the security. Do not
report liquidation proceeds under this code. Use the SC13 code for liquidation proceeds.
SC10 Unexchanged shares arising from a merger or buy-out should be reported with this code.
Provide the number of shares of the successorcorporationinthesharesremittedfield.These
are the shares you will remittotheComptroller’soffice.Providetheissuenameofthesuccessor
corporation’sstockandtheissuenameofunexchangedstock.
SC12 Underlying physical sharesmustbereportedunderthiscode.Thesecertificatedsharesare
presumedtobeinthepossessionoftheshareholder.Thecertificatesmustbecanceledonthebooks
of the issuer and reissued to the Texas Comptroller of Public Accounts. Besides providing the issue
name and number of underlying shares held by the owner, please provide the CUSIP number if one
is assigned. You must also report all cash and stock dividends payable on the underlying shares as of
the date of your remittance.
SC13 Report liquidation or redemption proceeds (cash only) under this property type code. The
issue name of the liquidated security and number of shares presumed to be in the possession of
theshareholdershouldalsobeincludedinthedescriptionfield.Thetotalcashamountdueeach
shareholdershouldbeprovidedinthecashamountremittedfield.
SC18 Matured principal on a registered bond should be reported using this code. Do not use this
code to report matured principal on a bearer bond (see SC07).
SC19 Dividend reinvestment plan shares must be remitted to the Texas Comptroller of Public Accounts in
whole shares. Fractional shares existing at the time of the report must be liquidated and reported
separately (see SC13). Reinvestment must be stopped, and all future dividends or other distributions
remitted as cash.
SC20 Brokers should report credit balances due missing owners under this code. If you are remitting
shares, they must be registered to the Texas Comptroller of Public Accounts. Refer to the next two
pages of this chapter for registration and delivery instructions.
SC40 Nontransferablecertificatedsharesremittedtothestate.Reportsecuritiesunderthiscodethatare
in physical form and in original owner name that will be remitted to the Texas Comptroller of Public
Accounts.
Unclaimed Property Reporting Instructions
25
Property-Specific Reporting
CHAPTER 2
Code
Property Type
SC41 Book entry shares. Use this code to report shares that have not been issued as physical securities on
the reported owner. Shares reported using this code will have been in book entry or electronic form
since original purchase. Any shares that have, at any time, been issued as a physical certificate to the
owner will be reported using SC12, Underlying Shares.
SC42 Securities held by a securities broker/dealer. Securities brokers/dealers reporting property that will
be maintained in an account at the broker/dealer and not remitted to the state. This code should
only be used for securities that cannot be directly transferred to our DTC account or transferred by
way of Deposit/Withdrawal At Custodian (DWAC) to DTC.
Before delivering securities electronically, a list of the stock must either be:
emailed to
[email protected] and
[email protected]
OR
faxed to
512-463-5893
Attn: Settlement and Custody Services
A copy of the list must also be faxed to 512-463-3750, Attn: Holder Reporting.
The stock listed should be headed with the
following information:
• Delivery date
• Delivering DTC broker I.D.
• Remit year
• Remitter’s name
• Remitter’s tax identification number
Electronic Remittance of Securities
The Comptroller’s office prefers that all securities be remitted
electronically to the state’s custodian, the Texas Treasury Safekeeping Trust Company.
Prepare separate lists when securities are being delivered via the
DTC or the Federal Reserve Bank. To verify receipt of the fax
or to request a read receipt from the email system, call securities
staff at 512-463-1988 or 512-475-4564.
Please include the appropriate security delivery code on your
holder report for all reported securities. The reference tables
in Chapter 4 include a list of security delivery codes.
DTC Delivery Instructions
Participant Account No: 2622
Participant Name:
Texas Treasury Safekeeping
Trust Co
Account No:
463600002
Reference:
Unclaimed Prop Remit from
(insert remitter’s name)
All deliveries must be versus free payment.
26
Unclaimed Property Reporting Instructions
The body of the list should be in CUSIP order and list the
following information:
• Issue name
• Issue CUSIP
• Share quantity per settlement transaction
If shares cannot be delivered directly to our DTC account,
please contact our custodian, Texas Treasury Safekeeping Trust
Company, at 512-463-1988 to initiate a DWAC transaction to
our account.
Federal Reserve Bank Delivery Instructions
ABA#:
114900164
Bank Name:
Tx Comp Austin
SubAccount:
Dealer
Reference:
Attn: Unclaimed Property
All deliveries must be versus free payment.
Property-Specific Reporting
Physical Delivery of Securities
If you are remitting shares, they must be registered to the Texas
Comptroller of Public Accounts. The registration requirements
are listed below.
IMPORTANT: SECURITIES MAILING INSTRUCTIONS
Securities must be registered to:
Texas Comptroller of Public Accounts
Tax ID 74-6000089
Mail your securities, any related cash and securities
inventory forms to:
Texas Comptroller of Public Accounts
Unclaimed Property Holder Reporting Section
P.O. Box 12019
Austin, Texas 78711-2019
CHAPTER 2
Property Reported by Local
Government
Under Chapter 74 of the Texas Property Code, Texas counties,
municipalities, school districts and junior colleges should only
remit amounts greater than $100 to the Comptroller’s office.
Individual amounts of $100 or less should be remitted to your
local county treasurer (or city/school district/junior college
comptroller or finance director). The treasurer must publish
the missing owners’ names and process all claims submitted by
prospective owners of amounts of $100 or less. Refer to Title 6,
Chapter 76 of the Texas Property Code for more information or
contact us by phone at 1-800-321-2274, option 5. Our email
address is [email protected]
Due Diligence Letter for Amounts
Greater than $250
Due diligence is a requirement on unclaimed property valued at
more than $250. Local government holders must mail a written notice to the owner, no later than May 1, before remitting
their property to the Comptroller’s office the following July. The
notice requirement does not apply if you have already mailed a
letter to the missing owner earlier in the abandonment period.
A sample letter on page 9 can be modified to describe the specific type of property you are holding. Texas Property Code Sec.
74.1011 (a) requires that you include the following language in
your letter to the owner:
1. You, the holder (insert county/city/school district/junior
college name), are holding the property; and
2. You, the holder (insert county/city/school district/junior
college name), may be required to deliver the property
to the Texas State Comptroller on or before July 1 if the
property is not claimed.
Unclaimed Property Reporting Instructions
27
CHAPTER 2
Property-Specific Reporting
28
Unclaimed Property Reporting Instructions
Preparing Your Report
CHAPTER 3
Chapter 3
Preparing Your Report
Getting Started:
What Property Should You Report?
All property not previously reported to the Comptroller’s office
that is unclaimed for the applicable period of abandonment or
longer should be included in your report . The abandonment
period is the number of years you hold the property before sending it to the Comptroller’s office . The length of time is based on
the type of unclaimed property you are holding .
When examining your records, use the last entry or activity
generated by the owner or the date of last documented contact
with the owner to commence the abandonment period . If the
property type does not generate owner activity, use the date the
item was payable or distributable to the owner .
Your property report and the accompanying Payment Form
#53-119 are due on July 1 of each year . Information on completing your report can be found on page 32 . Abandonment periods
for reportable property types can be found on pages 35-36 .
Reviewing Your Records
For the report due July 1, review your records and report all
property which has had no owner contact since March 1 for the
requisite abandonment period and for which there has been no
act of ownership.
For current abandonment periods, please refer to the Holder
Update Notice (96-828) at comptroller.texas.gov/up/forms.php.
NOTE: In all cases, the amount reported on your remittance
report will be the amount due the owner as of the date of your
remittance.
If you find you are holding property that should have been
reported in previous years, you should report and remit the
property immediately . The Comptroller’s office will calculate the interest and penalty for you and forward a bill for the
amount owed .
Completing the Payment Form
The Payment Form serves as both a summary of your property report and a transmittal form for your check . If using our
reporting software, this form will automatically print during the
submission process . The Online Express system can also print
this form on demand .
Unclaimed Property Reporting Instructions
29
CHAPTER 3
Preparing Your Report
Payment Form #53-119
Filing Instructions
1.
Federal Employer ID Number – Enter the nine-digit tax ID number assigned to you by the
federal government. This line must be completed. Your report cannot be processed without
this number.
2.
Name/Address – Complete the name and address lines with your institution or company name
and mailing address. Don’t forget to include department codes if they are an important part of
your address.
3.
State of Incorporation or Charter – Corporations should enter the state in which they are
incorporated or licensed to do business. Financial institutions should enter the state in which
they are chartered.
4.
Date of Incorporation/Charter Date – Corporations should enter the date on which they were
incorporated or were licensed to do business. Financial institutions should enter the date their
organization was chartered.
5.
Contact Person for Reporting – Enter the name, mailing address, phone number, email
address and fax number of the person who completes your report. This is the person the
Comptroller’s office will contact if we have questions or problems with your report. This is also
the person to whom we mail all reporting information.
6.
Contact Person for Claims – Enter the name, mailing address, phone number, email address,
and fax number of the person responsible for claims. This is the person the Comptroller’s office
will contact if more information is needed during the claims process. It is also the name given to
potential claimants if they request a holder contact name and phone number.
7.
Primary Business Aactivity – Please provide a description of your primary business activity.
For example, if you are a manufacturer, indicate the type of products you produce. Financial
institutions may leave this line blank.
8.
SIC Code – This is the Standard Industrial Classification code that indicates the primary business
activity of your institution or company. Please leave this line blank if you are not familiar with
your SIC code.
9.
Reporting Medium – Indicate the reporting medium used for your property report by entering
your cash and share total(s) in the appropriate blanks. If you transmitted your property report
over the Internet, you must include your transmission confirmation number in order for your
payment to be properly credited.
10. Number of Items – This is the number of primary owner property records included in your
report. Do not include additional owner records in the total. Count aggregate records as single
items (i.e., do not include the number of individual records that were less than $50 in the total).
• Sign the return and provide your title.
• Complete the payment coupon at the bottom if you are paying by check.
• The check should be made payable to Texas Comptroller of Public Accounts.
30
Unclaimed Property Reporting Instructions
PRINT FORM
53-119
(Rev.1-14/4)
Holder federal employer identification number
(FEIN)
Holder name and address
RESET FORM
AGENCY USE ONLY
Year
Seq
Div
Type
State of incorporation or charter
Date of incorporation or charter
Report Contact
Phone number
Phone number
Claims Contact
Name
Name
Mailing address
Mailing address
Email address
Email address
FAX number
FAX number
Holder's primary business activity:
SIC code:
NUMBER
OF ITEMS
Circle all report media used and provide report totals.
Confirmation number must be included if filing via Internet
SHARES
$
Diskette / CD
Internet
$
E
The foregoing report contains a full and complete list of all property held by the undersigned
that from the records of the undersigned, is abandoned under the laws of the State of Texas.
The property delivered is a complete and correct remittance of all accounts; the existence
and location of the listed owners are unknown; and the listed owners have not asserted an
act of ownership with respect to the reported property.
Mail this form with your payment to:
Comptroller of Public Accounts
Unclaimed Property, Holder Reporting Section
P.O. Box 12019
Austin, TX 78711-2019
CASH
For assistance, call
1-800-321-2274, option 5.
$
Title
53-119
(Rev.1-14/4)
1. T code
1.
2. Deposit code
2.
3. Federal Employer Identification Number (FEIN)
3.
4. Amount of check (Dollars and cents)
4.
Holder name
PAYMENT
PM
Unclaimed Property Reporting Instructions
31
CHAPTER 3
Preparing Your Report
•
Completing the Property Report
Under Title 34 § 13.21 of the Texas Administrative Code, property reports must be submitted to the Comptroller’s office in the
NAUPA 2 format via one of the approved online submission methods. Submission of data on CDs or diskettes is no longer permitted.
All holders should review the following instructions for a better
understanding of the information that must be included on reports.
Each requirement listed below corresponds with a field in the
Unclaimed Property Reporting System software or Online Express
Reporting system.
Reports will be subject to rejection if the data do not comply with
these entry standards. If rejected, holders will have up to 30 days to
resubmit corrected reports. Holders failing to resubmit corrected
reports within 30 days will be subject to a daily penalty.
The Online Express Reporting system allows you to enter your
unclaimed property reports directly into a web-based application after you set up a password protected account with the
Unclaimed Property Division.
Advantages
•
No software to download and install
•
Allows you to report electronically without support from
your IT staff
•
Provides a secure environment to warehouse your data
until you are ready to submit the report
•
Makes most report data available to owners as soon as
your payment is verified
•
Select a Security Question. The Security Question and
Answer allows you to reset your password, if forgotten.
•
Enter answer to Security Question. Please note that in
order for password reset to be successful, the answer must
match the answer that is entered during registration.
•
Click Create User Profile. The next page confirms that
your user profile has been created. Click Continue. On
the next page, select the Unclaimed Property Online
Express Reporting link.
•
On the Unclaimed Property Holder Registration page,
enter your holder information as follows:
•
Holder Name – Complete the name and address
fields with your institution or company name.
•
Federal Employer ID Number – Enter the ninedigit tax ID number assigned to you by the federal
government.
•
First time to report unclaimed property – Check
box if this is the first report filed for this entity.
•
SIC Code – This is the Standard Industrial Classification code that indicates the primary business activity
of your institution or company. Please leave this line
blank if you are not familiar with your SIC code.
•
State of Incorporation or Charter – Corporations
should enter the state in which they are incorporated
or licensed to do business. Financial institutions
should enter the state in which they are chartered.
•
Date of Incorporation/Charter Date – Corporations should enter the date on which they were
incorporated or were licensed to do business. Financial institutions should enter the date their organization was chartered.
•
Mailing Address – Enter your institution or company
mailing address. Don’t forget to include department
codes if they are an important part of your address.
•
Contact Person for Reporting – Enter the name,
mailing address, email address, phone number and
fax number of the person who completes your
report. This is the person the Comptroller’s office
will contact if we have questions or problems with
your report. This is also the person to whom we mail
all reporting information.
Registration
•
Access the Online Express Reporting system at
comptroller.texas.gov/up/online_express.php.
•
Click on the User ID and Password link.
•
Begin a new TxComptroller eSystems user registration by
creating a new User ID. This User ID must have at least
seven letters and should not contain spaces.
•
Enter your email address in both fields below your User
ID. Verify that both addresses match and then select Start
Registration.
•
On the following New User Registration – Profile page,
enter your name and contact telephone number.
•
Create a password. Your password must contain at least
one character from three of the four following categories:
uppercase letters, lowercase letters, numbers and/or special
characters (-.!#$&()*+,;:[email protected]_[]{}~). Confirm your password.
•
32
Click Continue.
Unclaimed Property Reporting Instructions
Accept Terms of Use – Check box to accept and
agree to comply with the Terms of Use for TxComptroller eSystems.
Click Register. On the next page, confirm your entries, then
click Submit. On the following confirmation page, a notice
explains that your registration request will be sent to the Holder
Reporting Section. You will receive a response by the end of the
next business day.
Preparing Your Report
Preparing the Property Report
You will receive an email notification when your registration
request has been approved. This message will include a link to
the login page. Under Returning User Login, enter your User ID
and Password, and then click Login.
•
•
Under Reporting, select Unclaimed Propery
Online Express Reporting.
•
Select Create/Update Holder Reports.
•
Select Add Report.
Account Profile Update – Verify that your profile information is correct or make any necessary changes. Enter claim
contact information or check box to duplicate report contact
information. Click Save Contact Information.
•
Property Holder Menu – Select Create/Update Holder
Reports.
•
Holder Report List – Click Add Report. When the
holder contact window opens, verify information and
make any necessary changes. Enter the Claim Contact
information or check the box above the fields if the Claim
Contact information is the same as the Report Contact
information. Select Save Contact Information.
•
Holder Report Property List – Select Add Property.
•
Add Property – Select Property Type. This is the code
that distinguishes one property type from another. Select
the four character code which best describes the original
property of the missing owner. For example, a closed
savings account converted to check form would still be
reported as a savings account (AC02) – not as a cashier’s
check. Refer to Chapter 4 for a list of the approved codes.
•
Property Type for Aggregate Records – Amounts that
are individually less than $50 may be reported in the
aggregate, using one of eleven available aggregate Property
Type codes. The code selected for aggregate records should
always end in “99.” Mineral interests should never be
aggregated. Click Go.
Add Property – Complete the primary owner record as
follows:
•
Last or Entity Name – Enter the owner’s last name or
the company name of a business. If the owner of the
property is unknown, enter unknown in the last name
box. Name and address boxes should be left blank if
you are reporting amounts under $50 in the aggregate.
NOTE: If you are reporting two owners with different
last names who jointly own one piece of property, refer
to Additional Owner Last Name for instructions.
•
First Name/Middle Name – Enter the owner’s first
name and middle name.
CHAPTER 3
•
Title – Enter an abbreviation for the owner’s title,
which indicates the owner’s relationship to the property. When you click in this field, the valid values
drop down. To choose a value, click on it, and it will
populate the field.
•
Prefix – Enter a courtesy title to precede the owner’s
name. When you click in this field or tab to it, a list
of values drops down; click on a value to select it.
•
Suffix – Enter any suffix that follows the individual
owner’s name, such as Jr, Sr, III. When you click in
this field or tab to it, a list of values drops down; click
on a value to select it.
•
Social Security Number – Enter the owner’s Social
Security number or tax identification number, if
known. It is important to have this number when
establishing ownership.
•
Date of Birth – Enter the owner’s date of birth, if
known.
•
Mailing Address – Enter the owner’s last known
address. You must list the last known address, even
if mail has been returned by the post office. This
information is very important when establishing
ownership during the claims process.
If an owner’s address is listed in care of another
individual, enter the name and street address of that
person in the mailing address box. Do not list additional owner names in the address box.
•
Mailing City – Enter the city of the last known
address.
•
Mailing State – Enter the standard two-character
abbreviation of the owner’s state.
•
Mailing Zip – Enter the owner’s five- or nine-digit
ZIP code.
•
Mailing Country – Enter the country of the last
known address of the owner.
•
Email Address – Enter the owner’s email address, if
known.
•
Driver’s License – Enter the owner’s Texas driver’s
license, if known.
•
Reported Amount – Enter the amount that is due
each owner. This field is required, unless you are
reporting shares, safe deposit box contents or tangible
safekeeping property. If an owner has more property
of the SAME property type, add all amounts remitted
together and enter it here. Provide the beginning and
ending dates in the appropriate fields below.
•
Deduction Amount – If the value in the Reported
Amount field is more than $250, enter the amount
Unclaimed Property Reporting Instructions
33
CHAPTER 3
Preparing Your Report
•
Suffix – Enter any suffix that follows the individual
owner’s name, such as Jr, Sr, III. When you click in
this field or tab to it, a list of values drops down; click
on a value to select it.
•
Social Security Number – Enter the owner’s Social
Security number or tax identification number, if
known. It is important to have this number when
establishing ownership.
•
Date of Birth – Enter the owner’s date of birth, if
known.
End Date of Last Contact with Owner – If you are
reporting like property types with periodic payments
such as dividends, oil and gas royalties or commission checks, total all amounts due the owner during
the applicable time period and report the payments
on one record. Provide the beginning and ending
dates on which the amounts were payable.
•
Mailing Address – Enter the owner’s last known
address. You must list the last known address, even
if mail has been returned by the post office. This
information is very important when establishing
ownership during the claims process.
•
Mailing City – Enter the city of the last known
address.
Property Description – Any information that will
assist in identifying the owner of the property should
be listed in the Property Description fields. Identifying numbers, such as owner account number or check
number, should be entered here. Other information,
such as the name of a purchaser of a cashier’s check,
should also be listed in Additional Description.
•
Mailing State – Enter the standard two-character
abbreviation of the owner’s state.
•
Mailing Zip – Enter the owner’s five- or nine-digit
ZIP code.
•
Mailing Country – Enter the country of the last
known address of the owner.
of postage paid for mailing notice to owner, if
applicable.
•
Amount Remitted – This field will be calculated
automatically.
•
Start Date of Last Contact with Owner – Enter the
date (MM/DD/YYYY) on which the last deposit or
withdrawal was made on the account by the owner;
the date on which the property became payable,
redeemable or returnable (e.g., issue date of check);
or the date contact was last made with the owner.
•
•
•
Property Description for Aggregate Records – List
the number of property records that were combined
for the aggregate entry and the property type. For
example, an AC99 record with “15 AC01” in the
description field indicates 15 checking accounts were
aggregated on one record.
•
Add Property – When you are ready to save the property,
select Save Property.
•
Add Additional Owner – If the property has more than
one owner, select Additional Owner. Complete the Additional Owner record as follows:
•
34
Last or Entity Name – If the property has more than
one owner, enter the second owner’s last name or the
company name of a business. If the owner of the property is unknown, enter unknown in the last name box.
•
First Name/Middle Name – Enter the owner’s first
name and middle name.
•
Title – Enter an abbreviation for the owner’s title,
which indicates the owner’s relationship to the property. When you click in this field, the valid values
drop down. To choose a value, click on it, and it will
populate the field.
•
Prefix – Enter a courtesy title to precede the owner’s
name. When you click in this field or tab to it, a list
of values drops down; click on a value to select it.
Unclaimed Property Reporting Instructions
•
Add Property – When you are ready to save the property,
select Save Owner. You will be returned to the primary
owner window. Select Back to Property List.
•
Holder Report Property List – When you have entered
all of your owner records, you will be ready to submit
your report.
•
Holder Report Property List – Select View Report
to verify that all owner data are correct. Select Back
to Property List.
•
Holder Report Property List – Select Submit Report.
•
Report Payment Option – Select your payment
option and then click Submit.
•
Holder Report Property List – If paying by check,
select Print Coupon. The Holder Report and Payment Form will be printed. Please send it with your
payment.
When your report has been reviewed and approved by the
Holder Reporting Section, you will receive an email notification. This message will include your holder ID, report ID and
confirmation number.
If your report contains errors, you will receive an email notification denying your report. You will be asked to make the necessary corrections and resubmit your report.
Chapter 4
Reference Tables
Property Type Codes and Abandonment Periods
FINANCIAL INSTITUTION ACCOUNTS
Property Type: AC
AC01
AC02
AC03
AC04
AC05
AC06
AC07
AC08
AC09
AC99
Checking accounts (3)
Savings accounts (3)
Matured certificates of
deposit (3)
Code deleted
Code deleted
Code deleted
Unidentified deposits (3)
Code deleted
Other deposit accounts (3)
Aggregate account balances
less than $50
EDUCATIONAL SAVINGS ACCOUNTS
Property Type: CS
CS01
CS02
CS03
CS99
Cash (3)
Mutual funds (3)
Securities (3)
Aggregate account balances
less than $50
TRUST, INVESTMENTS AND ESCROW
ACCOUNTS
Property Type: TR
TR01
TR02
TR03
TR04
TR05
TR06
TR99
Paying agent accounts (3)
Undelivered dividends or
uncashed dividends (3)
Funds held in a fiduciary
capacity (3)
Escrow accounts (3)
Trust vouchers (3)
Pre-need funeral plans (3)
Aggregate trust property less
than $50
SAFE DEPOSIT BOXES AND
SAFEKEEPING
Property Type: SD
SD01 Contents of safe deposit boxes
held by depositories (5)
SD02 Safekeeping property (3)
SD03 Other tangible property (3)
SD04 Tangible unclaimed loan
collateral (3)
TRADITIONAL IRAs
Property Type: IR
IR01 Cash (IRA, SEP, SARSEP, SIMPLE) (3)
IR02 Mutual funds (IRA, SEP,
SARSEP, SIMPLE) (3)
IR03 Securities (IRA, SEP, SARSEP,
SIMPLE) (3)
IR04 Reserved for future use
IR05 Reserved for future use
IR06 ROTH IRA Mutual Funds
IR07 ROTH IRA Investments
IR99 Aggregate account balances
less than $50
HEALTH SAVINGS ACCOUNTS
Property Type: HS
HS01 Health Savings Accounts (3)
HS02 Health Savings Accounts
Investments (3)
HS99 Aggregate account balances
less than $50
INSURANCE
Property Type: IN
IN01 Individualpolicybenefitsor
claim payments (3)
IN02 Grouppolicybenefitsor
claim payments (3)
IN03 Deathbenefitsdue
beneficiaries(3)
IN04 Proceeds from matured
policies, endowments or
annuities (3)
INSURANCE (continued)
Property Type: IN
IN06 Unidentified remittances (3)
IN05 Premium refunds on
individual policies (3)
IN07 Other amounts due under
policy terms (3)
IN08 Agent credit balances (3)
IN99 Aggregate insurance
property less than $50
CHECKS
Property Type: CK
CK01 Cashier’s checks (3)
CK02 Certified checks (3)
CK03 Registered checks (3)
CK04 Code deleted
CK05 Drafts (3)
CK06 Warrants (3)
CK07 Money orders (3)
CK08 Traveler’s checks (15)
CK09 Foreign exchange checks (3)
CK10 Expense checks (3)
CK11 Pension checks (3)
CK12 Credit checks or memos (3)
CK13 Vendor checks (3)
CK14 Code deleted
CK15 Any other outstanding official
checks or exchange items (3)
CK16 CD Interest checks (3)
CK99 Aggregate uncashed checks
less than $50
UTILITIES
Property Type: UT
UT01 Utility deposits (1)
UT02 Membership fees (3)
UT03 Refunds or rebates (3)
UT04 Capital credit distributions (3)
UT99 Aggregate utility property
less than $50
Unclaimed Property Reporting Instructions
35
CHAPTER 4
Reference Tables
Property Type Codes and Abandonment Periods (continued)
COURTS/LEGAL
Property Type: CT
CT01
CT02
CT03
CT04
CT05
CT99
Escrow funds (3)
Condemnation awards (3)
Missingheirs’funds(3)
Suspense accounts (3)
Any other types of deposits
made with a court or public
authority (3)
Aggregate court deposits
less than $50
PROCEEDSFROMMINERALINTERESTS
PropertyType:MI
MI01
MI02
MI03
MI04
MI05
MI06
MI07
MI08
MI09
MI10
Net revenue interests (3)
Royalties (3)
Overriding royalties (3)
Production payments (3)
Working interests (3)
Bonuses (3)
Delay rentals (3)
Shut-in royalties (3)
Minimumroyalties(3)
Current production
payments (0)
GENERALBUSINESS,MISCELLANEOUS
CHECKSANDINTANGIBLEPERSONAL
PROPERTY
PropertyType:MS
MS01
MS02
MS03
MS04
MS05
MS06
MS07
MS08
MS09
MS10
MS11
MS12
36
Wages, payroll or salary (1)
Commissions (3)
Worker’scompensation
benefits(3)
Payment for goods and
services (3)
Customer overpayments (3)
Unidentifiedremittances(3)
Unrefunded overcharges (3)
Accounts payable (3)
Accounts receivable credit
balances (3)
Discounts due (3)
Refunds/rebates due (3)
Stored value cards/gift
certificates(1-3)
GENERALBUSINESS,MISCELLANEOUS
CHECKSANDINTANGIBLEPERSONAL
PROPERTY (continued)
PropertyType:MS
MS13
MS14
MS15
MS16
MS17
MS18
MS99
Cash loan collateral (3)
Sums payable under pension
andprofitsharingplans(e.g.,
IRA,KEOGH)(3)
Property distributable in
the course of involuntary
dissolution or liquidation (3)
Any other miscellaneous
outstanding checks (3)
Any other miscellaneous
intangible personal
property (3)
Code deleted
Aggregate miscellaneous
property less than $50
SECURITIES
Property Type: SC
SC01
SC02
SC03
SC04
SC05
SC06
SC07
SC08
SC09
SC10
SC11
SC12
SC13
SC14
SC15
Dividends (3)
Interest payable on
registered bonds (3)
Code deleted
Code deleted
Code deleted
Funds paid toward the
purchase of shares or interest
inafinancialorbusiness
organization(3)
Bearer bond interest and
matured principal (3)
Undelivered physical (RPO)
shares (3)
Cash for fractional shares (3)
Unexchanged stock of
successor corporation (3)
Anyothercertificatesof
ownership (3)
Underlying shares (3)
Funds for liquidation/
redemption of unsurrendered
stocks or bonds (3)
Debentures (3)
U.S. Government securities (3)
Unclaimed Property Reporting Instructions
SECURITIES (continued)
Property Type: SC
SC16
SC17
SC18
SC19
SC20
SC40
SC41
SC42
SC85
SC86
SC99
Book-entry mutual fund
shares (3)
Warrants or rights (3)
Maturedprincipalon
registered bonds (3)
Dividend reinvestment
plans (3)
Credit balances (3)
NontransferableCertificated
Shares (3)
Book Entry Shares (3)
Nontransferable Securities
Held by Broker/Dealer (3)
Demutualizationcash(1)
Demutualizationshares(1)
Aggregate securities-related
cash less than $50
Owner Title
Abbreviation Codes
ADM – Administrator/Administratrix
BENF – Beneficiary
CUST – Custodian
DECD – Deceased
EST – Estate
EXEC – Executor/Executrix
FAO – For the Account of
FBO – FortheBenefitof
GDN – Guardian
ITF – In Trust for
JT – Joint Tenancy
LIFEST – LifeEstate
MNR – Minor
TIC – Tenants in Common
TR – Trust
TTEE – Trustee
UGMA – UniformGifttoMinorsAct
UWO – Under the Will of
Reference Tables
CHAPTER 4
Data Entry Standards for
Owner Name Fields
The following standards should be observed, whether you are
performing data entry in the Texas Unclaimed Property Reporting System, importing files into the application or reporting by
any other electronic method.
Rules of Entry
Rules of Entry (continued)
1. Never use punctuation (e.g., periods, commas,
apostrophes,etc.)inownernamefields.
7. Owner name suffixes (i.e., Jr, Sr, III) should be entered in
the last name field or the suffix field.
2. Only three special characters should be used in owner
namefields.Thehyphen(-),ampersand(&)andforward
slash (/) may be used as described in items 3 through 5.
3. Company names should be entered in the last name
field.Theword“and”shouldalwaysbereplacedwithan
ampersand(&).Ampersandsmaynotbeusedinowner
namefieldsforanyotherreason.
Correct
Jones&Jones
Incorrect
Jones and Jones
4. Enteraforwardslash(/)betweenfirstnamesofcoowners when both have the same last name. A forward
slash should also be used to abbreviate accounts styled
MrorMrs(M/M).Forwardslashshouldnotbeusedin
ownernamefieldsforanyotherreason.
Correct
(last)
Jones
(first)
Bill/Mary
Incorrect
(last)
Jones
Jones
Jones
(first)
Bill&Mary
BillandMary
BillorMary
5. Enter last names styled with a hyphen in the last name
field(e.g.,Smith-Jones).Hyphensshouldnotbeusedin
ownernamefieldsforanyotherreason.
Correct
(last)
(first)
Smith-Jones
Mary
Benton-Brown
Bill
Incorrect
(last)
(first)
Jones
MarySmithBrown
Bill Benton-
Correct
(last)
(first)
Smith Jr
Bill
Incorrect
(last)
(first)
Smith
Bill Jr
8. Do not enter information which designates ownership
(e.g., estate, trustee, joint tenancy) in owner name fields.
This information must be entered in the title field and
owner title abbreviation codes must be used (refer to
page 38).
9. Never abbreviate the first word of a company name.
Always spell it out.
Correct
American Life Ins Co
Incorrect
Amer Life Ins Co
10. Do not use numbers in owner name fields.
Correct
First State Bank
Incorrect
1st State Bank
The only exception is when a number is part of a
registered trademark (e.g., A1 Inc.).
11. Use spaces between initials in names.
Correct
A B C Appliances
J E Smith
Incorrect
ABC Appliances
JE Smith
12. Never begin an owner name with “the.”
Correct
Baby Store
Bank of Rio Grande
Incorrect
The Baby Store
The Bank of Rio Grande
6. Never precedefirstnameswithnameprefixes(i.e.,Mrs,
MsorM/M).Whenused,nameprefixesmustfollowthe
firstnameorbeenteredintheprefixfield.
Correct
(last)
Smith
Jones
Brown
(first)
MaryMrs
BillM/M
JohnMrs
Incorrect
(last)
(first)
Smith
MrsMary
Jones
M/MBill
Brown
MrsJohn
Unclaimed Property Reporting Instructions
37
CHAPTER 4
Reference Tables
Suggested Abbreviations
abstract
ABS
exploration
EXPL
national
NTL
administration
ADMN
export
EXP
north/northern
N
agricultural
AGR
federal
FED
northeast
NE
affiliated
AFIL
federal credit union
FCU
northwest
NW
American
AMER
financialinstitution
FIN
nursing home
NRS HOME
and others
ETAL
foreign
FOR
operating
OPR
architecture
ARCH
freeway
FWY
partnership
PTSHP
associate
ASSOC
general
GEN
pharmacy
PHAR
associated
ASSOC
geological
GEO
photography
PHOT
associates
ASSOC
government
GOVT
policy
POL
association
ASSN
group
GRP
private
PVT
attorney
ATTY
highway
HWY
production
PROD
beneficiary
BENF
hospital
HOSP
professional
PROF
building
BLDG
hydraulic
HYD
public
PUB
bureau
BUR
import
IMP
railroad
RR
center
CTR
incorporated
INC
railway
RWY
check
CK
independent
INDP
republic
REP
chemical
CHEM
independent school district
ISD
saint
ST
clerk
CLK
industrial
INDL
school
SCH
collector
COLL
industry
IND
security/securities
SEC
college
COL
institution
INST
service
SVC
communications
COMM
insurance
INS
services
SVCS
company
CO
insured
INSD
society
SOC
cooperative
COOP
international
INTL
south/southern
S
corporation
CORP
investment
INV
southeast
SE
county
CO
investors
INVR
southwest
SW
credit union
CU
life assurance
LAC
standard
STD
date of birth
DOB
life insurance
LIC
subsidiary
SUB
department
DEPT
limited
LTD
subsidiaries
SUBS
development
DEV
management/managing
MGT
technical/technology
TECH
discount
DISC
manufactured
MFD
trust
TR
distributor
DISTR
manufacturers
MFR
trustee
TTEE
district
DIST
manufacturing
MFG
united
UTD
division
DIV
market/marketing
MKT
university
UNV
east/eastern
E
matured
MAT
United States
US
educators/educational
ED
mechanical
MECH
variable
VAR
employee/employer
EMP
medical
MED
warehouse
WHS
endowment
ENDW
memorial
MEML
west/western
W
engineering
ENG
mercantile
MERC
estate
EST
minerals
MIN
38
Unclaimed Property Reporting Instructions
Reference Tables
CHAPTER 4
Property Description Field Requirements
Property
Code Description of Property Code
AC01
AC02
AC03
AC07
AC99
CHECKING ACCOUNTS
SAVINGS ACCOUNTS
MATURED CERTIFICATES OF DEPOSIT
UNIDENTIFIED DEPOSITS
AGGREGATE ACCOUNT BALANCES < $50
CK01
CK02
CK03
CK05
CK06
CK07
CK08
CK09
CASHIER’S CHECKS
CERTIFIED CHECKS
REGISTERED CHECKS
DRAFTS
WARRANTS
MONEY ORDERS
TRAVELER’S CHECKS
FOREIGN EXCHANGE CHECKS
CK10
CK11
CK12
CK13
CK15
CK16
CK99
EXPENSE CHECKS
PENSION CHECKS
CREDIT CHECKS OR MEMOS
VENDOR CHECKS
ANY OTHER OUTSTANDING OFFICIAL CHECKS
CD INTEREST CHECKS
AGGREGATE UNCASHED CHECKS < $50
CS01
CS02
CS03
CS99
CASH
MUTUAL FUNDS
SECURITIES
AGGREGATE ACCOUNT BALANCES < $50
CT01
CT02
CT03
CT04
CT05
CT99
COURT DEPOSIT ESCROW FUNDS
CONDEMNATION AWARDS
MISSING HEIRS’ FUNDS
SUSPENSE ACCOUNTS
OTHER DEPOSITS WITH COURT OR PUBLIC
AUTHORITY
AGGREGATE COURT DEPOSITS < $50
HS01
HS02
HS99
HEALTH SAVINGS ACCOUNTS
HEALTH SAVINGS ACCOUNTS INVESTMETNS
AGGREGATE ACCOUNT BALANCES < $50
IN01
INDIVIDUAL POLICY BENEFITS OR CLAIM
PAYMENTS
GROUP POLICY BENEFITS OR CLAIM PAYMENTS
DEATH BENEFITS DUE BENEFICIARIES
IN02
IN03
Information Needed in Description Field for Each Property
Account Number
Account Number
Certificate Number
Any available description
Number of Accounts and
Property Type
Purchaser
Purchaser
Purchaser
Purchaser
Vendor Number
Account Number
Vendor Number
Vendor Number
Certificate Number
Number of Checks and
Property Type
Account Number
Account Number
Issue Name of Security
Number of Items and
Property Type
Case Number
Case Number
Case Number
Case Number
Case Number
1st Maturity Date
Property Type
Check Number
Check Number
Check Number
Draft Number
Warrant Number
Money Order Number
Check Number
Check Number
Check Number
Check Number
Check Number
Check Number
Check Number
Check Number
Type of Checks
Case Name
Case Name
Case Name
Case Name
Case Name
Number of Items and
Property Type
Account Number
Account Number
Number of Items and
Property Type
Policy Number
Insured Name
Policy Number
Policy Number
Insured Name
Insured Name
Original Currency
Amount
Employee Number
Date of Order
Date of Order
Date of Order
Date of Order
Date of Order
Property Type
Employer
Claim Number
Unclaimed Property Reporting Instructions
39
CHAPTER 4
Reference Tables
Property Description Field Requirements (continued)
Property
Code Description of Property Code
IN04
IN05
IN06
IN07
IN08
IN99
IP99
MI01
MI02
MI03
MI04
MI05
MI06
MI07
MI08
MI09
MI10
MS01
MS02
MS03
MS04
MS05
MS06
MS07
MS08
MS09
MS10
MS11
MS12
MS13
MS14
MS15
MS16
MS17
MS99
MATUREDPOLICYPROCEEDSORENDOWMENTS/
ANNUITIES
PREMIUMREFUNDSONINDIVIDUALPOLICIES
UNIDENTIFIEDREMITTANCES
OTHERAMOUNTSDUEUNDERPOLICYTERMS
AGENTCREDITBALANCES
AGGREGATEINSURANCEPROPERTY<$50
INTERESTFOROVERDUEREMITTANCES
NET REVENUE INTERESTS
ROYALTIES
OVERRIDINGROYALTIES
PRODUCTIONPAYMENTS
WORKINGINTERESTS
BONUSES
DELAYRENTALS
SHUT-INROYALTIES
MINIMUMROYALTIES
CURRENTPRODUCTIONPAYMENTS
WAGES,PAYROLLORSALARY
COMMISSIONS
WORKER’SCOMPENSATIONBENEFITS
PAYMENTSOFGOODSANDSERVICES
CUSTOMEROVERPAYMENTS
UNIDENTIFIEDREMITTANCES
UNREFUNDED OVERCHARGES
ACCOUNTSPAYABLE
CREDITBALANCESONACCOUNTSRECEIVABLE
DISCOUNTS DUE
REFUNDS OR REBATES DUE
STOREDVALUECARDS/GIFTCERTIFICATES
UNCLAIMEDLOANCOLLATERAL(CASH)
SUMSPAYABLE-PENSIONORPRFTSHRPLAN(IRA/
KEOGH)
PROPDISTRIBUTABLEDURINGDISSOLUTION/
LIQUIDATION
ANYOTHERMISCOUTSTANDINGCHECKS
ANYOTHERMISCINTANGIBLEPROPERTY
AGGREGATEMISCPROPERTY<$50
Information Needed in Description Field for Each Property
Policy Number
Insured Name
Policy Number
Description of Remittance
Policy Number
Agent Number
Number of Items and Type
Insured Name
Insured Name
Property Type
Owner Number
Owner Number
Owner Number
Owner Number
Owner Number
Owner Number
Owner Number
Owner Number
Owner Number
Owner Number
Employee Number
Vendor Account Number
Account Number
Any available description
Any available description
Account Number
Account Number
Account Number
Account Number
Certificate/CardNumber
LoanNumber
Employer Name/Account
Dissolved Company Name
Check Number
Check Number
Check Number
Check Number
Check Number
Payoff Date
Check Number
Check Number
Check Number
SC01
SC02
SC06
SC07
Account Number
Number of Items and
Property Type
DIVIDENDS
Issue Name of Security
INTERESTPAYABLEONREGISTEREDBONDS
Issue Name of Security
FUNDS PAID TOWARD PURCHASE OF SHARES
Issue Name of Security
BEARERBONDINTERESTANDMATUREDPRINCIPAL Issue Name of Security
Check Number
Bond Number
Account Number
Call Date/Price
SC08
SC09
SHARESOFSTOCK(RETURNEDBYPOSTOFFICE)
CASH FOR FRAC SHARES
Price Per Share
40
Claim Number
Issue Name of Security
Issue Name of Security
Unclaimed Property Reporting Instructions
Property Type
Account Number
Call Date
Bond/Coupon
Number
Reference Tables
CHAPTER 4
Property Description Field Requirements (continued)
Property
Code Description of Property Code
SC10
SC11
SC12
SC13
Information Needed in Description Field for Each Property
Issue Name of Successor
Issue Name of Security
Issue Name of Security
Issue Name of Security or
Bond
Description of Debenture
Description of Security
Account Number
Warrant Number
Issue Name of Bond
Account Number
Account Number
Issue Name of Security
Issue Name of Security
Issue Name of Security
Unexchanged Issue Name
CertificateNumber
SC85
SC86
SD01
SD02
SD03
SD04
IR01
IR02
IR03
IR06
IR07
IR99
TR01
TR02
TR03
TR04
TR05
UNEXCHANGEDSTOCK
OTHER CERTIFICATES OF OWNERSHIP
UNDERLYINGSHARES
LIQUIDATION/REDEMPTIONOFUNSURRENDERED
STOCKS/BONDS
DEBENTURES
USGOVERNMENTSECURITIES
BOOKENTRYMUTUALFUNDSHS
WARRANTS OR RIGHTS
MATUREDPRINCIPALONREGISTEREDBONDS
DIVIDENDREINVESTMENTPLANS
CREDITBALANCES
NONTRANSFERABLECERTIFICATEDSHARES
BOOKENTRYSHARES
NONTRANSFERABLESHARESHELDBYBROKER/
DEALER
DEMUTUALIZATIONCASHPROCEEDS
DEMUTUALIZATIONSHARES
CONTENTS OF SAFE DEPOSIT BOXES
CONTENTSOFOTHERSAFEKEEPINGREPOSITORY
OTHERTANGIBLEPROPERTY
TANGIBLEUNCLAIMEDLOANCOLLATERAL
CASH(IRA,SEP,SARSEP,SIMPLE)
MUTUALFUNDS(IRA,SEP,SARSEP,SIMPLE)
SECURITIES(IRA,SEP,SARSEP,SIMPLE)
ROTHIRAMUTUALFUNDS
ROTHIRAINVESTMENTS
AGGREGATEIRAPROPERTY<$50
PAYING AGENT ACCOUNTS
UNDELIVEREDORUNCASHEDDIVIDENDS
FUNDSHELDINAFIDUCIARYCAPACITY
ESCROW ACCOUNTS
TRUST VOUCHERS
Policy Number
Policy Number
Box Number
Receipt Number
Receipt Number
LoanNumber
Account Number
Account Number
Account Number
Account Number
Account Number
Number of Items
Issue Name of Security
Issue Name of Security
Account Number
GF Number
Voucher Number
Insured Name
Insured Name
TR06
TR99
PRENEEDFUNERALPLANS
AGGREGATETRUSTPROPERTY<$50
UT01
UT02
UT03
UT04
UT99
UTILITYDEPOSITS
MEMBERSHIPFEES
REFUNDS OR REBATES
CAPITALCREDITDISTRIBUTIONS
AGGREGATEUTILITYPROPERTY<$50.00
Contract Number
Number of Items and
Property Type
Account Number
Account Number
Account Number
Account Number
Number of Items and
Property Type
SC14
SC15
SC16
SC17
SC18
SC19
SC20
SC40
SC41
SC42
Number of Shares
Price Per Share
Expiration Date
Bond Number
Call Date/Price
Receipt Number
Payoff Date
Original Property Type
Bond Number
Check Number
Coupon Number
Property Address
Security Issue Name if
Dividend
Purchaser
Property Type
Declaration Date
Property Type
Unclaimed Property Reporting Instructions
41
CHAPTER 4
Reference Tables
Securities Delivery Codes
Code
Description
ACCOUNT
Book Entry Registration (used only for non DTC eligible securities)
DTC
Direct Transfer to Depository Trust
PHYSICAL
Physical Delivery of Certificate to Comptroller’s office
UNT
Undeliverable Security
FED
Direct Transfer to Federal Reserve Bank
Country Codes
Afghanistan
AFG
Botswana
BWA
Costa Rica
CRI
Aland Islands
ALA
Bouvet Island
BVT
CoteD’Ivoire
CIV
Albania
ALB
Brazil
BRA
Crete/Greece
GRC
Algeria
DZA
British Indian Ocean Territory
IOT
Croatia
HRV
American Samoa
ASM
British Virgin Islands*
VGB
Cuba
CUB
Andorra
AND
British West Indies**
Curacao
CUW
Anegada
VGB
Brunei Darussalam
BRN
Cyprus
CYP
Angola
AGO
Bulgaria
BGR
CzechRepublic
CZE
Anguilla
AIA
Burkina Faso
BFA
PRK
Antigua and Barbuda
ATG
Burundi
BDI
Democratic Peoples Republic
ofKorea(North)
Argentina
ARG
Caicos Islands
TCA
Democratic Republic of the Congo
COD
Armenia
ARM
Cambodia
KHM
Denmark
DNK
Aruba
ABW
Cameroon
CMR
Djibouti
DJI
Australia
AUS
Canada
CAN
Dominica
DMA
Austria
AUT
Canary Islands/Spain
ESP
Dominican Republic
DOM
Azerbaijan
AZE
Cape Verde
CPV
East Germany/Germany
DEU
Bahamas
BHS
Cayman Islands
CYM
EastTimor/Timor-Leste
TLS
Bahrain
BHR
Central African Republic
CAF
Ecuador
ECU
Bangladesh
BGD
Chad
TCD
Egypt
EGY
Barbados
BRB
ChannelIslands/UnitedKingdom
GBR
El Salvador
SLV
Barbuda/Antigua
ATG
Chile
CHL
England/UnitedKingdom
GBR
Belarus
BLR
China
CHN
Equatorial Guinea
GNQ
Belgium
BEL
Christmas Island
CXR
Eritrea
ERI
Belize
BLZ
Cocos(Keeling)Islands
CCK
Estonia
EST
Benin
BEN
Colombia
COL
Ethiopia
ETH
Bermuda
BMU
Comoros
COM
Faroe Islands
FRO
Bhutan
BTN
COG
Falkland Islands (Malvinas)
FLK
Bolivia
BOL
Congo/Democratic Republic of
Congo
Fiji
FJI
Bonaire, St. Eustatius of Saba
BES
Cook Islands
COK
Finland
FIN
BosniaandHerzegovina
BIH
Corsica/France
FRA
France
FRA
42
Unclaimed Property Reporting Instructions
Reference Tables
CHAPTER 4
Country Codes (continued)
French Guiana
GUF
Israel
ISR
Mayotte
MYT
French Polynesia
PYF
Italy
ITA
Mexico
MEX
French Southern Territories
ATF
Jamaica
JAM
Micronesia(Federated States of)
FSM
JanMayenIslands/Svalbard
VGB
Miquelon/Saint Pierre
SPM
French West Indies***
Futuna Island/Wallis
WLF
Japan
JPN
Moldova/Republic of Moldovo
MDA
Gabon
GAB
Jersey
JEY
Monaco
MCO
Gambia
GMB
Jordan
JOR
Mongolia
MNG
Georgia
GEO
Jost Van Dyke/British Virgin Islands
VGB
Montenegro
MNE
Germany
DEU
Kazakhstan
KAZ
Montserrat
MSR
Ghana
GHA
Kenya
KEN
Morocco
MAR
Gibraltar
GIB
Kiribati
KIR
Mozambique
MOZ
Grand Cayman/Cayman Islands
CYM
KOR
Myanmar
MMR
GreatBritain/UnitedKingdom
GBR
Korea/DemocraticPeoples
RepublicorRepublicofKorea
Namibia
NAM
GRC
Kuwait
KWT
Nauru
NRU
GRL
Kyrgyzstan
KGZ
Nepal
NPL
Grenada
GRD
LAO
Netherlands
NLD
Grenadines (The)/Saint Vincent
VCT
Laos(Lao Peoples Democratic
Republic)
ANT
GLP
LVA
Netherlands Antilles
Guadeloupe
Latvia
KNA
GUM
LBN
Nevis/SaintKitts&Nevis
Guam
Lebanon
NCL
GTM
LSO
New Caledonia
Guatemala
Lesotho
NZL
GGY
LBR
NewZealand
Guernsey
Liberia
NIC
GIN
LBY
Nicaragua
Guinea
Libya(Libyan Arab Jamahiriya)
NER
GNB
LIE
Niger
Guinea-Bissau
Liechtenstein
NGA
GUY
LTU
Nigeria
Guyana
Lithuania
NIU
HTI
LUX
Niue
Haiti
Luxembourg
NFK
HMD
MAC
Norfolk Island
HeardIsland&McDonaldIslands
Macao
BIH
MKD
NorthKorea/DemocraticPeoples
Republic
PRK
Herzegovina/Bosnia
Macedonia(The Former Yugoslav
Republic of Macedonia)
Holy See (Vatican City State)
VAT
Madagascar
MDG
NorthernIreland/UnitedKingdom
GBR
Honduras
HND
Malawi
MWI
NorthernMarianaIslands
MNP
HongKong(Special Administrative
Region of China)
HKG
Malaysia
MYS
Norway
NOR
OMN
HUN
MDV
Oman
Hungary
Maldives
PAK
ISL
MLI
Pakistan
Iceland
Mali
PLW
IND
MLT
Palau
India
Malta
PSE
IDN
FLK
Palestinian Territory, Occupied
Indonesia
Malvinas/FalklandIslands
PAN
IRN
MND
Panama
Iran (Islamic Republic of)
MarianaIslands/NorthernMariana
Islands
Papua New Guinea
PNG
Iraq
IRQ
MarshallIslands
MHL
Paraguay
PRY
Ireland
IRL
Martinique&LesSaintes
MTQ
Peru
PER
IsleofMan
IMN
Mauritania
MRT
Philippines
PHL
IsleofWright/UnitedKingdom
GBR
Mauritius
MUS
Pitcairn
PCN
Unclaimed Property Reporting Instructions
43
Greece
Greenland
CHAPTER 4
Reference Tables
Country Codes (continued)
Poland
POL
Somalia
SOM
Uruguay
URY
Portugal
PRT
South Africa
ZAF
Uzbekistan
UZB
Principe/Sao Tome
STP
SGS
Vanuatu
VUT
Puerto Rico
PRI
SouthGeorgia&SouthSandwich
Islands
Venezuela
VEN
QAT
SouthKorea/RepublicofKorea
KOR
Viet Nam
VNM
KOR
Spain
ESP
Virgin Gorda/British Virgin Islands
VGB
MDA
SriLanka
LKA
Wales/UnitedKingdom
GBR
REU
Sudan
SDN
Wallis and Futuna Islands
WLF
ROU
Suriname
SUR
West Germany/Germany
DEU
RUS
SvalbardandJanMayenIslands
SJM
Western Sahara
ESH
RWA
Swaziland
SWZ
Yemen
YEM
BLM
Sweden
SWE
Zambia
ZMB
VIR
Switzerland
CHE
Zimbabwe
ZWE
Syrian Arab Republic
SYR
SaintHelena,Ascension&Tristanda SHN
Cunha
Taiwan Province of China
TWN
Tajikistan
TJK
Saint John/ United States Virgin
Islands
VIR
Tanzania/UnitedRepublicof
Tanzania
TZA
SaintKittsandNevis
KNA
Thailand
THA
SaintLucia
LCA
Timor-Leste
TLS
SaintMartin(French Part)
MAF
Tobago/Trinidad&Tobago
TTD
SaintPierreandMiquelon
SPM
Togo
TGO
Saint Thomas/United States Virgin
Islands
VIR
Tokelau
TKL
Saint Vincent and the Grenadines
VCT
Tonga
TON
Samoa
WSM
Tortola/British Virgin Islands
VGB
SanMarino
SMR
Trinidad and Tobago
TTO
Sao Tome and Principe
STP
Tunisia
TUN
Sardinia/Italy
ITA
Turkey
TUR
Saudi Arabia
SAU
Turkmenistan
TKM
Scotland/UnitedKingdom
GBR
Turks and Caicos Islands
TCA
Senegal
SEN
Tuvalu
TUV
Serbia
SRB
Uganda
UGA
Seychelles
SYC
Ukraine
UKR
SierraLeone
SLE
United Arab Emirates (UAE)
ARE
Singapore
SGP
UnitedKingdomofGreatBritainand GBR
Northern Ireland
SintMaarten(Dutch Part)
SXM
UnitedRepublicofTanzania
TZA
Slovakia
SVK
United States
USA
Slovenia
SVN
UnitedStatesMinorOutlyingIslands UMI
Solomon Islands
SLB
United States Virgin Islands****
Qatar
RepublicofKorea(South)
RepublicofMoldova
Reunion
Romania
Russian Federation
Rwanda
Saint Barthélemy
Saint Croix/United States Virgin
Islands
44
Unclaimed Property Reporting Instructions
VIR
* British Virgin Islands (VGB) include Anegada,
Virgin Gorda, Jost Van Dyke & Tortola.
** British West Indies include Anguilla, British
Virgin Islands, Cayman Islands, Montserrat,
Turks/Caicos - Each island has its own code.
*** French West Indies include St. Barthélemy
(BLM), Guadeloupe (GLP), Les Saintes &
Martinique (MTQ).
**** US Virgin Islands (VIR) include St. Croix, St.
John & St. Thomas.
Reference Tables
CHAPTER 4
Summary of Reporting Requirements
Abandonment
Period
Legal Reference*
Demand Deposit Accounts
3 years
73.003, 73.101
Savings Accounts
3 years
73.003, 73.101
Matured CD Principal
3 years
73.003, 73.101
Safe Deposit Boxes
5 years
73.003, 73.101
Official Checks
3 years
73.102
Wages
1 year
72.1015
Wages
1 year
72.1015
Misc. Uncashed Checks
3 years
72.101(a)
Refunds, Rebates and Deposits
3 years
72.101(a)
Stored Value Cards
1 - 3 years
72.1016
Mineral Proceeds
3 years
72.001(a) and 75.001
Travelers Checks
15 years
72.102(a)-(b)
Money Orders
3 years
72.102(a) and (c)
Wages
1 year
72.1015
Uncashed Checks and Drafts
3 years
72.101(a)
Policy Proceeds
3 years
Chapter 1109
Annuities
3 years
(Tx Insurance Code)
Demutualization Proceeds
1 year
72.101(c)
Stock and Cash Dividends
3 years
72.101(a)
Dividend Reinvestment Plans
3 years
72.101(b)
Underlying Shares
3 years
72.101(b)
Liquidation Proceeds
3 years
72.101(a)
Bonds and Bond Interest
3 years
72.101(a)
Holder/Type of Property
Report Cut-off Date
– March 1 –
Remittance and
Report Due
– On or Before July 1 –
FINANCIAL INSTITUTIONS
CORPORATIONS
LIFE INSURANCE
All Holder
Types
and
Property
Types
SECURITIES
*Legal references may be found in:
Title 6 Texas Property Code
Texas Insurance Code
Chapter 72 Abandonment of Personal Property
Chapter 1109 UnclaimedLifeInsuranceandAnnuity
Contract Proceeds
Chapter 73 InactiveAccountsHeldbyBankingOrganizations
Chapter 74
Report,DeliveryandClaimsProcess74.705,Attorney’sFees
and Penalties
Chapter 75 TexasMinerals
Chapter 76 Report, Delivery and Claims Process for Certain Property
Unclaimed Property Reporting Instructions
45
Texas Comptroller of Public Accounts
Publication #96-478 • Revised March 2015
To Request Additional Copies
Call Toll Free: 1-800-321-2274
Or Write:
Texas Comptroller of Public Accounts
Unclaimed Property Division
P. O. Box 12019
Austin, Texas 78711-2019
Visit our website at:
comptroller.texas.gov/up/